9-2025 Specifications -Soldier Hill Golf Course Food and Beverage Concession.pdf

F OD AND BEVERAGE CONCESSION

SOLDIER HILL GOLF COURSE

BERGEN COUNTY DEPARTMENT OF PARKS & RECREATION

ONE BERGEN COUNTY PLAZA

HACKENSACK, NJ 07601-7076

COUNTY OF BERGEN

DEPARTMENT OF PARKS

One Bergen County Plaza � 4th Floor � Hackensack, NJ 07601-7076

(201) 336-7275 � FAX (201) 336-7262James J. Tedesco, IIICounty Executive

INTRODUCTION TO BERGEN COUNTY AND SOLDIER HILL GOLF COURSE

Area current population: The data indicates that, for 20 , the population of Bergen County was .

Golfers per year at facility: In 20 , rounds of golf were played at Soldier Hill (figure provided by Bergen County).

Other statistics: Respondents to the ACS in Bergen County mostly self-identified as white (70.4%); the second-largest racial group is Asian (15.6%). The largest ancestral groups of the Bergen County population are Italian (18.1%) and Irish (12.1%). 68.3% of residents were born in the United States; 30.2% are foreign-born.

The six golf courses owned and run by Bergen County are the gems of the County park system due to their inherent quality and the scarcity of private alternatives in the region. Soldier Hill Golf Course is located in the towns of Oradell and Emerson. The waters of the Oradell Reservoir provide an eastern watershed next to this 18-hole course, providing interesting hazards for a precise, shot-maker’s game. In 2009, Golf Digest named this course on its “Best Places to Play” list. In addition to the athletic area, there is a driving range, pro-shop, men’s and women’s locker rooms, dine-in restaurant, and event hall. The beauty of the clubhouse extends outdoors through its rooftop dining area, and it is served by a parking lot containing 194 parking spaces.

The County of Bergen seeks an innovative Concessionaire to operate the existing Soldier Hill Clubhouse restaurant and event hall as well as an outdoor mobile food concession (to be developed by Concessionaire). The County’s park system prides itself on prudently managing revenue-generating activities, such as food and activity concessions, to cover the majority of its expenses and provide an additional benefit to the public. Consistent with that mission, Respondents must demonstrate a solid business model and past experiences that will contribute financially and culturally to Soldier Hill and the county as a whole.

The bar and grille area, located on the same level as the pro shop, is currently approved for an occupancy of 104 diners, including a bar that seats four (though it could be furnished with more seating). The first level kitchen is separated by a service counter for quick and convenient orders.

The more formal dining area/event hall is accessible from the front door or a staircase that starts at the first-level eating area. The event hall can host 113/150 people; see the Appendix for a drawing of the layout. It does not currently have the infrastructure to create divisions for multiple simultaneous events; however, the selected Concessionaire may seek appropriate permits from the Department of Buildings (or other relevant government agencies) to subdivide the space into multiple flexible party rooms. Both the restaurant and event hall must be open year-round, though the Respondents may indicate in their respective Proposals a seasonal change of operating hours. Male and female restrooms and locker rooms, respectively, lie to the side of the pro-shop and each offer toilet stalls (3 in the men’s locker room and 3 in the ladies’ locker room) and lockers (72 in the men’s space and 13 in the women’s area). The men’s restroom offers 3 urinals. There are additional lavatories on the second level as well. The Concessionaire will be responsible for cleaning and maintaining the restroom and locker room facilities during the hours that the Concession is in operation.

In addition to the indoor spaces, the selected Concessionaire must create and operate an outdoor mobile unit to provide light food and beverage service to golfers on the greens. This unit must operate seven days a week, May through October. It may be dormant in the remaining months, though the County urges Respondents to consider creative uses for it in the off-season. The outdoor concession may be motorized or it may be a pushcart; the total dimensions may not exceed that of a large golf cart. The design and menu are subject to approval by the County.

DETAILED DESCRIPTION OF PREMISES

CAD Drawings/ Dimensions: Refer to the last few pages of this packet for dimensions of each area to be managed by Concessionaire. All areas of use prohibit smoking.

Event hall: The event hall measures 1,623 square feet. The legal occupancy established by the Fire Marshal is 113/150. Guests enter through double doors located at the front of the building.

The ceiling is vaulted and the three exterior walls boast large windows that allow natural light to illuminate the entire area. Direct access to the kitchen is provided, though the view of the kitchen is obscured by a wall that borders a bar/casual eating area. The second floor bar can accommodate high-top tables or a mingling area that leads to the rooftop (right above the first-level bar/grille). This open space can host more tables for diners who want to enjoy the nicer weather and natural beauty. There are exterior stairs that lead to the ground level.

Dine-in service area (Restaurant & Bar): The indoor, dine-in portion of the restaurant is accessible from the clubhouse area of the facility. The legal occupancy of this space, established by the Fire Marshal, is 104. It is roughly rectangular in shape, bordered on one side by a full-service bar; at the opposite side of this space, there is a counter for golfers in search of a quick snack and/or drink; and, on the other side, by an exterior wall, a set of doors lead to the outdoor dining area (veranda). Respondents must present a plan for their intended design aesthetic for the space.

Kitchens: The first-level kitchen has a full-service range of equipment. Respondents are encouraged to inspect the equipment in-person; it is offered in as-is condition. Respondents may choose to make improvements and should outline the intended improvements in their proposal.

The second-level kitchen (larger of the two) will be presented as an open space that the vendor can design to her/his liking. The necessary plumbing and electrical portals will be ready for installation. All appliances and aesthetic amendments will be the responsibility of the vendor.

Restrooms and locker rooms: The Soldier Hill Club House offers locker rooms and restrooms for men and for women, respectively. Access to these quarters is down the hall from the first-level bar/grille. Each locker room is adorned with lockers for the use of golfers and patrons.

They have a carpeted floor surface. The restrooms are separated from the locker rooms by a partition, and have individual stalls facing pedestal-style sinks with a mirror affixed above each station. The men’s restroom also has urinals. The County believes that restrooms and locker rooms maintained to the highest standards are an asset to the facility and an attractive feature for event guests. As a result, the County expects the Concessionaire to carefully consider how they will maintain the restrooms and locker rooms.

Mobile concession (cart): The mobile concession does not currently exist. The Respondent must propose a cart that fits within the guidelines established elsewhere within this RFP and is visually consistent with the remainder of the Respondent’s proposed aesthetics. The Respondent will provide a cart (electric) to transport food and beverages to golfers on the course. The garage where golf carts are otherwise stored and maintained may be used for maintenance and storage of the mobile concession. It is the Concessionaire’s responsibility to ensure that the mobile concession and the manner in which it is stored meets all local, county and state guidelines for health, storage and food preparation. Please include any plans for a food station at ‘the turn’ (between the 9th and 10th hole). There is no structure in this part of the course yet but if viable plans are presented, an appropriate space can be constructed for vendor use.

SELECTED PHOTOS OF SOLDIER HILL FACILITIES

View from the front of the Building

View of structure from the cart path

Manicured greens

First-level Bar

Second-level bar

Event Hall

View from the rear of the Building

OPERATIONS AND MAINTENANCE

Hours of operation: The successful respondent shall operate the Food Service in the restaurant at a minimum from one half (1/2) hour before the first tee time. If an event is scheduled or there are extenuating circumstances, other arrangements can be made with the Clubhouse Manager of Soldier Hill. All respondents for the Concession at Soldier Hill must indicate their proposed operating hours for the restaurant, event hall, and mobile concession unit, respectively. The restaurant and event hall must be open year-round, though the Respondent may indicate varying hours by season. The mobile concession unit must operate seven days a week, May 1st through October 31st, and may operate at the Concessionaire�s discretion in the remaining months. The Concessionaire must post operating hours and adhere to them. Any sudden changes to operating hours due to unforeseeable causes (for example, a power outage) must be posted on the Concessionaire�s social media and website in a prompt manner to inform potential patrons. The entire facility will create a schedule based on an agreement between the concessionaire and the County. The Concessionaire may not host events that take place between these hours unless permission is sought and explicitly given in writing by the County.

Staff: The successful Vendor shall provide an atmosphere suitable and appropriate to The Soldier Hill Golf Course, which includes, but is not limited to, appropriate attire for its staff. The successful Vendor shall require its staff to be uniformed or dressed in a standardized manner. Such uniforms or standardized dress shall be utilized only upon prior written approval by the Bergen County Department of Parks. The Vendor must submit in writing to the Parks Department the uniform information. The successful Vendor shall have the sole financial responsibility for providing said uniforms. Name tags are required for all staff.

Staff conduct attitude and mannerism shall be in a professional manner. The staff are not employed by the County; however, they do represent the Bergen County Parks Department. This representation must uphold the highest customer service standards possible.

If any management or staff members are deemed to be in violation of this section, the County will advise the Concessionaire in writing to correct the issue. The County may request, in writing, for the immediate removal of said employee if the issue continues or is not addressed properly.

Sample menus: Respondents must include in their Proposal sample menus showing food items and proposed pricing for the following sub-sections of the Concession:

A catering menu for the event hall;

A dine-in menu for the restaurant, showing breakfast, lunch, and dinner options;

A take-out menu for the restaurant (with grab-and-go options);

A mobile concession menu indicating light fare.

All food served shall be prepared, stored and served at the proper temperature, attractive in appearance and in compliance with Health Regulations. The storage of goods is to be restricted to the storage area allocated by the county, except where prior approval has been given by the County. The Food Services areas must be well stocked throughout the posted hours of operations.

The successful respondent shall comply with all Federal, State and Local laws and regulations governing the preparation of food, handling and transportation of food; and shall procure and keep in effect all necessary licenses, permits and food handler cards in a prominent place within the food preparation area, as required and stated in Chapter XII of the State Sanitary Code.

All food areas shall be subject to inspection by the Bergen County Department of Health Services to ensure the compliance with various health regulations.

The successful respondent must ensure that the quality rating of raw food is no less than that of Grade A Standard, number one or equivalent as the case may be for meat, fish, poultry, eggs, dairy products and produce. Ground beef shall not exceed 20% fat content. No dented cans, rusted cans or products beyond expiration date are permitted. All other food products and condiments shall be of comparable quality.

The successful respondent will be expected to perform at the highest level of service standards (i.e. time of serve to customer, housekeeping, dress codes, staff to customer ratio, table service, quality standards, etc.).

Alcoholic beverages: The legal documentation and delivery of any alcohol will be consistent with state laws. The vendor represents that he/she has no knowledge of any reason why he/she would not be eligible to obtain a Special Concessionaire Permit for on-premises consumption at Soldier Hill Golf Course; that vendor has never had a liquor license suspended or revoked and that vendor has never been convicted of a crime involving moral turpitude as the same is defined in New Jersey law for the purposes of NJSA 33: 1- 1 et seq.; and that to the vendor's knowledge, he/she would qualify as an individual applicant for the Special Concessionaire Permit under NJAC 13 :2-5 .2. The vendor represents that he/she will comply with all requirements of NJSA 33: I-I et seq. and NJAC 13:2-5.2 including but not limited to the filing of Form E- 141 -A as same relates to the employees of vendor under NJAC 13:2-23 et seq.

The Concessionaire must secure and deliver to the County prior to and maintain throughout the term of this contract, a Special Concessionaire Permit as the same is defined under the New Jersey Administrative Code 13:2-5.2, for the purpose of selling alcoholic beverages at the Subject Premises.

The vendor acknowledges receipt of a copy of NJAC 13:2-5.2 and the application from the New Jersey Division of Alcohol Beverage Control (NJABC) and shall complete and sign the application and return a copy with the RFP package. The vendor agrees to promptly submit the original application to the NJABC upon verbal notice of award of contract, and provide a copy of the transmittal to the County.

The vendor acknowledges that this proposal is subject to and contingent upon vendor being eligible to obtain a Special Concessionaire Permit and failure to obtain same shall result in automatic disqualification and/or termination of this proposal.

Alcoholic beverages may be sold at the restaurant as part of dine-in and bar service, and in the event hall as part of catering and event service. Beverages must also be provided via the mobile concessions (cart). All alcoholic beverage service must be ancillary to food service; at no point should the facility operate solely as a bar or nightclub.

Restrooms and locker rooms: Janitorial responsibilities for the entire building will be shared by the County and concessionaire. Currently, the County has rendered the services of a third party to clean all indoor areas used for golf division purposes. The first floor will, for the most part, be the responsibility of the County and the third party cleaning company. If the concessionaire uses the first floor before or after the golf division�s hours of operations (with the approval of the clubhouse manager), then the concessionaire will be responsible for the cleaning of the first floor. The cleaning duties of the second floor will be the sole responsibility of the concessionaire. All building maintenance and cleaning will be conducted 7 days a week. The restrooms must always be made available during all hours of operations. The restrooms must be kept clean and well-stocked all times; furthermore, the Concessionaire should aim to delight patrons with the pleasant environment through considerations such as fresh flowers, free feminine hygiene products, etc. The locker room facilities must always be open to golfers during the hours that the greens are open to the public.

Private events: The Concessionaire is encouraged to solicit private events to take place in the event hall and restaurant. No private event may command exclusive use of the restrooms or locker rooms during the hours that the facility is open to golfers.

If necessary, the concessionaire may employ or sub-contract an outside security firm to provide parking assistance for events that may cause disruption to the facility or the nearby neighborhood. The Concessionaire may also choose to employ or sub-contract security personnel at any time of its own will if it deems the service necessary.

Shotgun golf outings may take place on Mondays (AM & PM) and Wednesdays (AM). Tee time outings (less than 80 participants) are held on Tuesdays and Thursdays. No weekend outings will be allowed. If the event is arranged by the Concessionaire, it is still required that the party that is planning the outing pay the County's green fee established annually by the County for golf outings. More information is provided on the Golf Outing Application form that is issued by the Parks Department Business Office. Any inquiries and/or arrangements must be communicated to the clubhouse manager and Golf Division.

Additionally, the County reserves the right to schedule special events such as the Pioneer Tour.

As the exclusive food and beverage provider at this location, it is expected that the restaurant at Soldier Hill Golf Course shall remain open during its normal hours for the sale of food, refreshments, etc. to members of the public attending the event.

Use of property outside the premises may be permitted by the County. For all events that are held in any area outside of the clubhouse, a permit and additional review by County Public Safety, County Parks, or any local officials must be completed before the event date.

Security: The County may request that the Concessionaire install and utilize a security system to which the County must have access to cameras.

Parking and service access: Soldier Hill offers 192 parking spaces in its own parking lot. Given that the total capacity of the event hall is 150 and the restaurant is 104, plus any golfers that may choose to play that day, the need for parking spaces may exceed the availability. The Concessionaire is expected to review guest lists with prospective event clients to determine parking needs and, if necessary, arrange with clients the use of an outside shuttle service. Any use of such service is at the sole expense of the Concessionaire and its clients. At all times, the back-of-house parking spaces are reserved by the County for the use of County employees and must not be occupied by clients or guests of the Concessionaire.

Publicity: The successful respondent shall not use, in its external advertising, marketing programs, or other promotional efforts, any data, pictures, or other representation of the County, except on the specific written authorization in advance of such use by the County�s Park Department. The successful respondent shall not install any signs or other displays within or outside the County�s premises, unless each instance the prior written approval of the County has been obtained. However, nothing in this clause will preclude the successful respondent from listing the County on its routine client list for matters of reference.

Exclusivity: the successful respondent shall have the exclusive right to provide Food Services at the golf course as defined in this RFP.

Limitations: the successful respondent will not be permitted to utilize the County facilities for any purpose other than those outlined in this RFP.

Other Mandatory Contractual Provisions

Personnel of the successful respondent shall observe all regulations of the County The successful respondent will not permit any liens or encumbrances to be placed against the property of the county as a result of its failure to make all payments or perform all obligations required, and will take all necessary steps at the successful respondent�s expense to remove such liens.

No changes, renovations, or capital improvements shall be made by the successful respondent to any equipment, the base building, and its services or to the Food Service operation, without the permission of the County.

Building: Maintenance of the building heating and cooling equipment shall be the responsibility of the County. The successful respondent may perform painting and interior decorating at a time designated by, and with prior approval of, the County within the duration of this agreement. It shall be the responsibility of the successful respondent to maintain the areas in and about the contracted premises (including hallways, entrances and any other corridor that diners may use) in a clean and sanitary manner. Daily floor cleaning (mop and/or vacuum) in the Restaurant and Kitchen areas are the responsibility of the Concessionaire. The kitchen (floor, walls, stovetops, sinks, prep stations, etc.) will be cleaned daily so as to provide a safe and sanitary environment to prepare and cook food for patrons. All serving and eating utensils and serving vehicles/plates will be cleaned after each usage. The restrooms and locker room floor will be cleaned daily (mop and/or vacuum). All visible surfaces and areas of use will be cleaned daily with a solution that cleans and disinfects so as to offer a sanitary environment for patrons and employees alike. Refill all soap, towels, tissues, sanitary napkin dispensers and toilet seat covers. Scrub all interior surfaces of all commodes, urinals, wash basins and connected piping with odor counteracting sanitizing solution. Empty waste baskets, trash containers and other receptacles each day; transport waste to dumpster. The successful respondent shall, at its sole expense and cost, furnish items for this maintenance as are usual and customary in establishments of like nature.

Restrooms: The Concessionaire is responsible for the cleaning of the ladies' and men's restrooms during all hours the Concession is open.

Equipment: The Concessionaire shall maintain and repair any and all equipment furnished to him/her by the County of Bergen in working order and first class condition.

If, at the discretion of the County, repairs cannot be made, the Concessionaire shall notify the County and arrange for removal/disposal. The Concessionaire shall have the responsibility for providing for another item. Nothing in this paragraph shall be construed as obligating the Concessionaire to repair or replace plumbing, and/or electric wiring unless damage was caused, through action or neglect or other means, by the Concessionaire, his agents or employees.

Drains & Grease Trap: It shall be the responsibility of the Concessionaire to maintain a free flow through all drainage pipes associated with the operation of the Kitchen, Restaurant, and Event Hall. This shall include "snaking" of drains as required and a semi-annual cleaning of the grease trap, or more often if necessary.

Filters: The successful respondent shall keep clean fume hood exhaust filters and the overall space in use.

Pest Control: During the duration of contract, the Concessionaire will be responsible for the prevention and control of all household pests and communal rodents, which might enter or be present in the contracted areas. On an annual basis, the Concessionaire is required to provide the County proof that they have obtained the services of a licensed pest control firm to perform monthly, as well as spot treatment services, as required.

Fire Suppression: The County will be responsible for inspections of the systems as required by law. Service must be performed by a firm certified to perform said work and must comply with NFPA-17 and NFPA-96. Fire Suppression shall be checked by a licensed fire system inspector on a semi-annual basis at the sole expense of the Concessionaire. Certificate/letter of compliance shall be forwarded to the Parks Department Business Office at the County of Bergen.

Garbage and cleanliness:

Waste Hauling: The Concessionaire shall have on site, at a location approved by the County of Bergen, a garbage container serviced by a private sanitation hauler. The private sanitation hauler must empty the garbage from the receptacle on a daily basis. All waste materials shall be stored and removed off site, in a manner satisfactory to the County, at the sole cost of the successful respondent.

Recycling: Separate garbage and recyclables are required in accordance with all State and local laws, ordinances and regulations. Recyclables must be removed from the premises and all tonnage must be reported to the Parks Department Business Office annually.

Cooking oil: Used cooking oils must be disposed of in an appropriate manner; they must not be poured down the drains.

Labor, materials, supplies: The Concessionaire shall furnish all labor, services, materials, supplies, and equipment necessary to maintain, in a clean, orderly, and inviting condition satisfactory to the County and/or the Health Department, all premises used and occupied by the successful respondent in the operation of said concessions, together with the area immediately surrounding same as affected by the operations.

Customer-facing cleanliness: All display, serving and eating areas are to be clean and orderly at all times. Specifically, the appearance and quality of food shall be observed by the successful respondent representative prior to the start of each peak traffic period and necessary actions taken to ensure that spillage and soiled spots are removed promptly.

Laundry: The successful respondent shall be responsible for all laundry, linen and uniform expenses associated with the operation of the Concession.

Noise: Music or other noise emanating from the Premises shall not be audible outside of the Premises at levels which may disturb golf course patrons, residents of neighboring buildings, or other golf course permittees or occupants. Please note that the County may restrict or prohibit amplified music in the exterior areas of the Premises.

Utilities:

Utility supply: The County shall supply the water, gas and electric utilities as reasonably required for the operation of the food services. The County cannot guarantee an uninterrupted supply except that it shall use all reasonable efforts to restore service following an interruption. The County shall not be liable for any loss which may result from the interruptions or failure of any such utility service.

The successful respondent shall be responsible for paying $1,500.00 per payment month for gas and electric utilities. Twelve (12) equal monthly payments will be made by the first day of each month. Payments will be made payable to Parks Department Business Office - County of Bergen and delivered to the Department of Parks, One Bergen County Plaza, Hackensack, New Jersey 07601. The utility reimbursement payment may be adjusted after the first year when historical data is available.

The successful respondent shall be responsible for providing necessary technology/communication utilities for communication and entertainment purposes;

namely, internet/WiFi, TV and phone line(s).

Sponsorship Rights: The County will reserve the right to require the concessionaire to serve certain brands of beverages as part of possible County-level sponsorship relationships.

Parking Rights: The property hosts 192 spaces for parking. These spots are allotted for visitors (golfers) as well as restaurant patrons and/or event attendees. The Concessionaire will be allowed to use 50 spots as a maximum allotment during hours of golf operations. Otherwise, during off peak times, the entire parking lot is at the vendor�s disposal. If there are any special circumstances (i.e. events), the Concessionaire will coordinate with the clubhouse manager.

DESIGN & FIT OUT*

Bergen County’s goal is to upgrade both the interior and exterior look and feel of the restaurant to have it more closely align with the upscale, pastoral setting of the building within the Soldier Hill Golf Course grounds. The respondent will use the allotted area in ‘as-is’ condition. The County invites all interested parties to submit design and fit out specifications along with the proposal. This section is not a required piece of the submission. The respondent that is awarded the contract can work with Bergen County to design and execute the visual aesthetic of the new restaurant and event space. Any alterations will become property of the County.

As part of this RFP, Bergen County will review proposed changes to the appearance and layout of the restaurant and clubhouse building (second story, modified entrances, larger outdoor space, etc.)

Proposal must consider the following:

All exterior signage, including restaurant signage, parking signage, valet signage, entrance/exit signage.

The bar area, including bar top, taps, barstools, glassware, and design of the bar back.

The event space, including tables, chairs, lighting, artwork, etc.

The patio area, including tables, chairs, lighting, heating, etc.

All additional furniture to be purchased, including service stations, couches, etc.

All finishes applied to the interior, including carpeting, wood flooring, paint colors, and lighting fixtures.

All tableware and glassware to be used for indoor, outdoor, and event service All menus and other printed materials, including rate sheets for events, business cards, discount cards, etc.

The uniforms/dress of all restaurant personnel

Bergen County Department of Parks and Recreation will provide tables, chairs and all fixed kitchen equipment; everything else is the responsibility of the concessionaire. Once this contract is awarded, all other design decisions will be communicated to Bergen County before work begins or items that will be seen by customers are purchased. This excludes all “back-end” kitchen and administration functions not seen by customers.

*if required

FINANCIAL AND MARKETING RESPONSIBILITIES

Previous business experience Each Respondent must describe relevant business experience, including business venues that relate to or complement the Respondent’s Proposal.

Organization chart & staffing levels Each Respondent must submit an organizational chart and/or description that lists the approximate number of personnel to be employed at the Concession. The Respondent must submit proposed staffing levels during the hours of operation for each aspect of the Concession including the mobile food unit, the restaurant, the event hall, and the restrooms. The general expectation is for food services to be available at all times that the golf courses are open for play.

Marketing The Respondent must agree to maintain a full suite of social media channels for the restaurant and event space. Social media is a must-have tool for the Concession to engage with its customers and with the surrounding community.

For social media, the Respondent agrees to:

1. Create a Facebook page (or an innovated version of a similar social media platform) specifically for the Concession, with a minimum of one post per week for the term of this contract. Posts can relate to a specific dish, drink special, event, or other announcement regarding the restaurant’s services.

2. Create a website, with a design to be approved by Bergen County Parks, which clearly states the hours of operation of the Concession, its event rates, menus (in downloadable PDF form or other easily-accessed form), location, etc.

3. Create an Instagram page specifically for the Concession, with a minimum of one post per week. Posts on Instagram should be high-quality photography of dishes or drinks the restaurant is currently serving.

Bergen County also suggests, at the very least, a minimal advertising budget for local publications, the Bergen County Yellow Pages (under the “Event Space” category), and also suggests the hire of a Public Relations firm and/or Consultant to aid it in its initial launch.

All marketing, advertising, and social media feeds should have a consistent look and feel that matches the design aesthetic that has been established by the restaurant’s interior and exterior look and feel.

References Respondents are required to provide a minimum of three (3) references, including contact name, title, email address, and phone number, that can attest to the Respondent’s skill in food service and event management in a setting that is similar in nature to those described in this

RFP.

Financial statements The Respondent should provide a copy of audited financial statements for the past three (3) years.

Fee proposal The Respondent’s fee proposal must include a base concession fee with annual escalations. The County will not offer any “allowance” for fit-out costs or any other monetary contribution toward the operating expenses of the Concession.

Security deposit The Concessionaire shall, at the time of contract commencement, provide a security deposit equal to three months’ proposed rent. This deposit shall be presented to the County prior to start of the season as a prerequisite of the Concessionaire conducting business.

This deposit shall be held by the County in an interest bearing account for the term of the agreement as security against damage by the Concessionaire to the premises and/or equipment of the County. It will be returned with interest and less any appropriate deduction, at the County's sole discretion, at the end of the contract. This security deposit is not intended for use as a substitute for payments due.

General: Throughout the Term, and for a period of at least six (6) years following the expiration or earlier termination of the Concession Agreement, Concessionaire shall maintain adequate systems of internal control and shall keep and preserve complete and accurate records, books of account and data, including daily sales and receipts records. Specifically, sales information for the Concession must be recorded electronically, with Concessionaire’s revenue control system (“POS”) approved by the County in writing. The County reserves the right to review the POS records whenever deemed necessary.

Monthly Statements of Gross Receipts: Concessionaire will be required to submit a monthly statement of gross receipts generated from its POS for all categories of income in a format approved in writing by the County by not later than the fifteenth (15th) day of the subsequent month. The County may seek direct access to information stored on the POS. Gross receipts shall exclude the amount of any State or City sales taxes that are paid by Concessionaire.

Separate gross receipts reporting shall be made for Mobile Food Concessions. The County reserves the right to audit upon request.

Annual Statement of Gross Receipts: Within sixty (60) days of the end of each operating year, Concessionaire must submit to the County a statement of annual gross receipts from all categories of income prepared by a certified public accountant on behalf of Concessionaire and certified by Concessionaire as to truthfulness, completeness and accuracy. In addition, Concessionaire must promptly provide, at the request of the County, tax returns or other tax filings that support the statement of annual gross receipts.

VIOLATIONS PROTOCOL

Grounds for Termination During Contract Term

Violation of any Borough, State of Federal Law, and any ABC rules and regulations or bid/contract regulation shall be grounds for termination, in the sole discretion of the County of Bergen.

In the event of a termination or default, the Parks Department may repossess equipment with or without legal process. The Parks Department may also exercise any and all lawful remedies which the Parks Department may have by reason of the Operator’s default.

If the equipment is reposed by the Parks Department upon any default of the Operator, the Operator shall be liable for and shall pay to the Parks Department all costs of the Parks Department including reasonable attorney’s fees incurred in retaking and repairing the equipment.

APPLICATION & EVALUATION PROCESS

Criteria: RFP responses shall be evaluated in accordance with the following criteria.

Quality of the proposed operation, appropriateness to golf-course venue and neighborhood setting, and likely market acceptance of business concept for the location.

Proposed Fee Schedule, along with ability to make all proposed payments based upon soundness of business concept and financial strength of Respondent.

Quality and extent of proposed Fit-Out (i.e., design, physical improvements, equipment, other capital improvements), total investment, integration into surrounding golf course and Respondent’s ability to undertake and complete the work in a timely fashion.

Respondent’s prior experience, reputation, organizational and business capability.

Selection: The County will review each Respondent’s proposal in totality and conditionally select the Respondent that best satisfies the evaluation criteria and whose proposal is most advantageous to the County’s mission and objectives. The selection process shall be based on an evaluation and ranking of technical, management and cost-related criteria pursuant to N.J.S.A.

40A:11-4.4. Interviews may be held with any or all of the Respondents after the receipt and initial review by the County of proposals. When feasible, employees of the County may visit existing facilities operated by Respondents as part of the evaluation process. The conditionally selected Respondent may be asked to attend one or more meetings of community organizations to describe the proposed use of the premises and respond to questions. The County reserves the right to accept or reject any or all proposals.

SUBMISSION REQUIREMENTS

Schedule

1. RFP issue date

2. Site Visit date

3. Questions Received date

4. Proposal Due Date

5. Review Period

6. Vendor Recommendation Date

7. Board Approval Date

Relevant Information regarding the bidding process:

Site visit and inspection:

An optional, escorted site visit and inspection of premises will be offered on Thursday, August 14, 2025 at 1:00 PM EST.

Respondents wishing to attend must contact Ian Kunesch, Director of Golf Division to RSVP.

Ian Kunesch, Director of Golf Division Phone: 201 538-5372 Email: ikunesch@BergenCountyNJ,gov

Alternatively, respondents may visit the premises during the normal operating hours of the Soldier Hill Golf Course if her/her presence does not intrude upon the normal operations of the Clubhouse.

Inquiries:

Inquires must not be directed to other County employees or elected officials. Directing inquiries to any persons other than the above-mentioned employee may, in the County’s sole discretion, result in your submission being rejected. No clarification request will be accepted by telephone.

Responses to clarification requests will be provided to all interested parties through an update to the RFP page on the Bergen County bidding website. All changes to the RFP required before the proposal closing date will be issued by the Purchasing Agent in the form of written Addendum.

Submission deadline:

Respondents are required to submit their proposal by Friday, September 5, 2025 11:59 AM.

The proposals received will be opened on Friday, September 5, 2025 12:00 PM prevailing time.

Proposal submission: please include the following o Introduction:

• Name and Contact information

• A description of the Respondent’s organizational structure, key management personnel, number of years in operation, type and address of other real property presently and formerly occupied by Respondent, and a detailed description of how the utilization of the Premises and operation of the Concession complements the Concessionaire’s existing business operations.

o References:

• Name, address, phone number and email address of the primary contact for the

Respondent.

• Names and contact information including both phone number and email address of three (3) references with whom the Respondent has done business similar to that proposed with the RFP.

o Financial Information:

• Past/present (annual statements from the past three (3) years.

• Including a balance sheet and income statement for the three (3) most recent completed fiscal years, for each company, corporation, partnership or joint venture entity which comprises the Respondent, provided that any such company, corporation, partnership or joint venture must be already established and shall have completed at least one (1) full year of operation. Individual owners and any newly or to be formed company, corporations, partnerships or joint ventures must provide, as applicable:

• Certified financial statements of net worth for individual owners, principals, members for contributors, and/ or

• Financial statements for constituent corporate and partnership owners of control entities with at least one (1) year of operating experience.

The County of Bergen, NJ may conduct a credit check and/or undertake further due diligence for each Respondent through Dun & Bradstreet, banking and/ or trade references, and each Respondent is deemed to consent upon its submission of a proposal to the County pursuant to this RFP to such a credit/ reference check. Note that a financially capable individual, corporation, partnership or joint entity which has an interest in, or is affiliated with, the Respondent may be asked to co-sign the Concession Agreement or to be party to an industry standard “Good Guy” guarantee with respect to the Concessionaire’s obligations.

Respondent’s agreement to such arrangement may be a condition to its designation as Concessionaire.

o Business Plan

• Objective

• Financial projections for the project (Benchmarks for Year 1, Year 2, Year 5 etc.)

• Marketing Strategy (including target market and social media plan).

• Completed “Fee Schedule” for the Premises:

A Concession Fee for each month of the Term inclusive of annual escalations of not less than three percent (3%) per year, compounded annually, of the Concession Fee over the Term.

*Respondents may submit a Concession Fee Schedule that includes a different amount for in-season months (May through October) and off-season months (November through April). Since the first (1st) year of the Concession Agreement may include approximately two (2) months of build-out, the threshold applicable for the first (1st) year may be lower than the subsequent years.

• Note that the concessionaire will be required to pay all state, municipal and federal taxes payable in connection with the use and operation of the Premises.

• Concessionaire may add to or edit the template as they see fit provided the various categories detailing revenue and expenses are detailed.

o Structural Design

• Layout

• Current analysis of physical and commercial potential

• A description and drawings (or photographs) illustrating the proposed improvements to the Premises including furniture, signage and kitchen layout together with the hard and soft cost budget.

• Renovations: Improvement details o Execution

• Sample menus – both a catering menu, restaurant menu, bar and mobile concession menus – with prices

• Dates for operations including seasonality and days/hours of operation

• Description of take-away services and mobile food cart operations

• Securing outdoor furniture, trash receptacles, etc.

• Equipment/ Tools needed

• Staffing o Compliance Documents

• Licenses and certifications

• Current Insurance – see Terms and Conditions – 1.2.1 Insurance Requirements o Other: Any other information that Respondent believes to be useful in consideration of its proposal

The Following Kitchen equipment will be provided by The Parks Department at

Soldier Hill Golf Course:

Hand sink

Convection oven, gas

Three compartment sink

Work table, stainless steel top

Prep table

Range, 36� restaurant, gas

Gas countertop griddle

Equipment stand, for countertop cooking

Work table, with prep sink(s)

Mobile heated cabinet

Refrigerator, under counter 48�

Ice bin with sink combo unit

Wire shelving set

Range, 36� restaurant, gas

Gas floor fryer

Gas countertop griddle

Prep table, sandwich 48� 2 door

Work table, stainless steel top

Work table, stainless steel top

Hand sink

Three compartment sink

Ice cuber (2)

Reach-in refrigerator

Reach-in freezer

Reach-in refrigerator

Ice bin with sink combo unit

High capacity freezer heavy duty chef base

Sinks for full-service bars (2) and kitchen(s)

FLOOR PLANS

(NOT TO SCALE)

First Floor Kitchen

First Floor Storage Room

Second Floor Kitchen

RFP #: BC-RFP-25-017

SOLDIER HILL GOLF COURSE

MANAGEMENT AND OPERATION OF FOOD AND BEVERAGE CONCESSION

FEE SCHEDULE

The__________________________________________________________________________ (Name of organization – type or print) proposes to furnish all labor, food and accessories required of said operation, at the Soldier Hill Golf Course, 99 Palisades Avenue, Emerson, NJ for a period of three (3) years with two (2) one

(1) year renewal options. The County of Bergen retains the exclusive right to exercise the contract renewal option year(s).

The successful bidder will commence operation of the Food and Beverage concession within thirty (30) days after award of contract or upon a mutually agreed date of commencement.

Initial Term Monthly Rent Payment

Year 1 $ / month

Year 2 $ / month

Year 3 $ / month

Optional Renewal Term

Year 1 $ / month

Year 2 $ / month

Note: Monthly rents in each year after the first (1st) year should compute to a 3.0% increase (minimum) over the previous year’s figures to factor in inflation.

A monthly utility charge of $ 1500.00 must be paid in addition to the monthly rent payment to the County of Bergen, NJ.