BID_E-16-26_SCOPE_OF_WORK.pdf

City of Cheyenne / Bid E-16-26 / Concessions Operations

CITY OF CHEYENNE / BID E-16-26 / SCOPE OF WORK

CONCESSIONS OPERATIONS – CITY OF CHEYENNE BALLFIELDS

1. PROJECT OVERVIEW

The City of Cheyenne (“City”) is soliciting bids from qualified vendors to provide full-service concession operations at the following facilities for the 2026 season. Vendors may submit a proposal for one, multiple, or all facilities listed.

2. LOCATIONS

1. Brimmer Park

3400 Windmill Avenue, Cheyenne, WY

2. Converse Softball Complex

3801 Converse Avenue, Cheyenne, WY

3. Pioneer Park Baseball Field

1331 Talbot Court, Cheyenne, WY 82001

4. Powers Baseball Field

Windmill Avenue at Dell Range Blvd, Cheyenne, WY 82001

3. CONTRACT TERM

Forecasted contract duration: April through October 2026, dependent upon each facility’s season and scheduled usage.

Final game and tournament schedules will be provided in March or April 2026. Contractors must acknowledge that schedules are subject to change due to weather, added games, rescheduling, and other unforeseen circumstances.

Flexibility is required.

4. FACILITY SEASON DETAILS

A. Brimmer Park

Estimated Season: May – Mid-September

Primary User: Adult Recreation Softball & Boys Baseball

• Games typically Monday–Thursday

• Occasional Friday games (makeups)

• Weekend tournaments (including one 36-hour tournament and approximately three additional tournaments)

• Added games may occur monthly

• Schedule subject to change

B. Converse Softball Complex

Estimated Season: April (Field 3 only), May – July, with limited September use

• Field 3 may begin in April

• Other fields active May–July

• Users include Adult Softball, Girls Rec Softball, Competitive Softball

• Games typically Monday–Thursday

• Occasional Friday and weekend games

• Approximately three weekend tournaments

• Some September games possible (ending date may be finalized if needed)

• Schedule subject to change

C. Pioneer Park Baseball Field

Estimated Season: End of April – End of September

• Users include Post 6, Cheyenne Youth Baseball, Mustangs, and Adult Baseball

• Estimated 3–4 tournaments

• Tournaments typically run four (4) days (weekdays and weekends)

• Schedule subject to change

• Added games may occur monthly

D. Powers Baseball Field

Estimated Season: Mid-April – October

• Users include Post 6, Mustangs, and Cheyenne Youth Baseball

• Games may occur any day of the week

• Estimated 3–4 tournaments (4–5 days each, weekdays and/or weekends)

• Schedule subject to change

• Added games may occur monthly

5. SCOPE OF SERVICES

The Contractor shall:

• Provide concession services for all games and tournaments specified by the City

• Staff and operate concessions during scheduled events

• Maintain flexibility to accommodate schedule adjustments

• Notify the City in advance of any dates or timeframes the Contractor cannot staff (has to be approved)

Failure to adequately staff scheduled events without prior approval may result in contract review.

6. MENU REQUIREMENTS

The Contractor shall provide typical concession offerings, including but not limited to:

• Prepackaged food items

• Soft drinks and bottled beverages

• Hot dogs

• Nachos

• Pretzels

• Chips

• Candy

Additional menu items must receive approval from the appropriate health department.

Prohibited Items

• Sunflower seeds & Gum are strictly prohibited at Pioneer Park Baseball Field and Powers

Baseball Field.

The Contractor shall not sell, distribute, or allow sunflower seeds or gum at these two facilities.

7. EQUIPMENT AND INVENTORY

A. City-Furnished Equipment

The City will provide the following equipment at each location (inventory varies slightly by site):

Brimmer Park & Converse Complex:

• Refrigerator

• Freezer

• Drink cooler

• Microwave

• Warmer holder (cheese/nachos)

• Hot dog roller

• Chip trays

• Candy trays (3)

• Coffee machine

• Cleaning supplies (mop, broom, soap)

• Fire extinguisher

• Safe

• Clover device and cash drawer

• Paper products (cups, lids, napkins)

Pioneer Park & Powers Field:

• All items listed above, plus:

• Cheese machine

Equipment Responsibilities

• Contractor may use all City-furnished equipment.

• Contractor is responsible for repairing or replacement of equipment caused by misuse or negligence or just due to maintenance.

• Contractor may bring additional concession equipment as needed.

• All contractor-owned equipment must be removed at the end of the season.

8. CONTRACTOR RESPONSIBILITIES

The Contractor shall:

• Obtain all required health inspections and licenses

• Obtain a Food Wagon License through the City Clerk’s Office

• Collect and remit all applicable sales taxes

• Maintain compliance with all local, state, and federal regulations

• Provide all food, beverages, and concession inventory for sale

• Maintain clean, sanitary, and safe working conditions

• Secure concession areas during non-operational hours

9. FINANCIAL TERMS

A. Percentage of Sales

• Contractor shall remit 5%–30% of gross sales to the City.

o It is the Bidders discretion to determine what percentage they decide to remit to the City.

o No Facility Fees or Usage Fees will be charged to the Bidder, by the City.

• The percentage proposed should be clearly stated in the bid.

• Highest percentage bidder will be awarded the contract, provided all other requirements are met.

• The City intends to award the bid, by facility, to the bidder(s) submitting the highest percentage of sales to the City. This means that multiple Bid Awards may be made.

B. Reporting Requirements

• A certified monthly report of gross sales must be submitted to the City within seven (7) business days after the end of each calendar month.

• Payment of the agreed percentage shall accompany the report.

• Failure to submit the report will result in an automatic $100 monthly fine until received.

10. AWARD OF CONTRACT

• Bidders may submit proposals for one, multiple, or all facilities.

• Award(s) will be made to the highest responsive and responsible bidder(s) based on percentage of gross sales offered.

• The City reserves the right to accept or reject any and all bids.

11. PERFORMANCE EXPECTATIONS

The City expects:

• Professional and courteous customer service

• Consistent availability during scheduled events

• Clean and well-maintained concession areas

• Compliance with all health and safety standards

• Cooperation and communication regarding schedule changes

12. ADDITIONAL NOTES

• Schedules are tentative and will be finalized in March or April 2026.

• Weather delays, added games, and tournament adjustments are common.

• Contractors must demonstrate operational flexibility

13. CONCESSIONS PROPOSAL

Bidders shall prepare a written proposal, not to exceed two (2) pages, providing the following information:

1. Company Name, and Location, with Contact Information.

2. A statement confirming that the Bidder agrees to conform to the requirements listed in this Invitation to Bid.

3. Three (3) references, for providing similar Concessions Operations services.

At the end of the two (2) page proposal, please attached a completed Price Proposal.

CONCESSIONS OPERATIONS

PRICE PROPOSAL FOR REMITANCE OF PERCENTAGE (%) OF GROSS SALES

(UPLOAD THIS IN OPENGOV PROCUREMENT, FOR REVIEW BY THE CITY!)

Location Percentage of Sales (5% to 30% of

Gross Sales)

Brimmer Park %_________

Converse Softball Complex %_________

Pioneer Park Baseball Field %_________

Powers Baseball Field %_________

If you are not going to be submitting for every facility, please write “NO BID” on those line item(s).