Concession bid-2026 - Route 18 .pdf

Invitation to Bid

QUEEN ANNE'S COUNTY

DEPARTMENT OF

PARKS & RECREATION

Lease for Operation of Parks

Concession Stand

Bids Due 1:00 p.m. Thursday December 18, 2025

Queen Anne’s County Department of Parks and Recreation

ATTN: Breanne Waters

1945 4-H Park Rd

Centreville, MD 21617

INVITATION TO BID

SCOPE OF WORK

The Lessee shall provide all necessary supplies to operate the food snack bar for the sale of family friendly food items (hot dogs, hamburgers, chips), hot and cold beverages, snack items, and confectionaries. The

Concession Stand shall be open and operational during all times designated by Department of Parks and

Recreation. Scheduled events will be posted online, and Lessee is expected to have the concession stand open during these events. If a Lessee is unable to operate during a scheduled event, they must notify the

Department of Parks and Recreation in advance. The concession stand location is located at Route 18 Park in

Centreville, MD.

1. Copies of the Contract Documents may be obtained beginning December 1, 2025. Contract Documents will be available in electronic pdf format on:

• eMaryland Marketplace Advantage at https://emma.maryland.gov

• Queen Anne’s County Web Site at https://qac.org/Bids.aspx.

• Hard copies are also available at 1945 4-H Park Road Centreville, MD 21617

2. Pre-Bid Meeting will be held at Queen Anne’s County Park & Recreation Office located at 1945 4-H Park Road, Centreville MD. Bidders must attend the Pre-Bid Meeting on

December 10, 2025 at 1:00 PM to be able to bid. There is a virtual meeting option, please contact QACPR in advance so that we may provide you the link.

3. Any Addenda issued shall be posted on:

• eMaryland Marketplace Advantage at https://emma.maryland.gov

• Queen Anne’s County Web Site at https://qac.org/Bids.aspx

However, it is the Bidders responsibility to ensure receipt of all addenda and to provide the signed Addendum Acknowledgment form when submitting a bid.

4. Bidders are directed to the provisions of the Instructions to Bidders for additional information governing the bidding process.

5. The Owner reserves the right to waive any informalities and to reject any or all bids. No bidder may withdraw his bid within thirty (30) days after the actual date of the opening thereof. Bids are to remain open for thirty (30) days.

6. Sealed bids for this Proposal shall be received from bidders by 1:00 PM. on Thursday, December 18, 2025 at Queen Anne’s County Parks & Recreation, 1945 4-H Park

Road, Centreville MD. No Bids shall be accepted after the deadline.

* * End of Invitation to Bid * * https://qac.org/Bids.aspx https://emma.maryland.gov/ https://qac.org/Bids.aspx

INSTRUCTIONS TO BIDDERS

1. DEFINED TERMS

1.1 The term "Most Responsive Bidder" means the Bidder to whom Owner (on the basis of Owner's evaluation as hereinafter provided) makes an award on the basis of the total highest bid.

1.2 The term "OWNER" as used in the Contract Documents refers to the County Commissioners of

Queen Anne's County.

1.3 The term "PARKS REPRESENTATIVE" refers to the Director of the Department of Parks of Queen

Anne's County, or his representative. All inquiries during the bidding period should be addressed in writing only to Queen Anne's County, Department of Parks, 1945 4-H Road, Centreville, Maryland, 21617, fax number: 410-758-0566 or email qacrecreation@qac.org.

2. COPIES OF BIDDING DOCUMENTS

2.1 Complete sets of Bidding Documents shall be used in preparing Bids; neither OWNER nor PARKS

REPRESENTATIVE assumes any responsibility for errors or misinterpretations resulting from the use of incomplete sets of Bidding Documents.

2.2 OWNER and PARKS REPRESENTATIVE in making copies of Bidding Documents available on the terms in the Invitation to Bid, do so only for the purpose of obtaining bids on the Work and do not confer a license or grant for any other use.

2.3 Bidding Documents include Invitation to bid, Instructions to Bidders, Bid Form, Agreement, Menu including pricing and any other inclusions referenced therein and addenda (if issued).

3. EXAMINATION OF CONTRACT DOCUMENTS AND SITE

3.1 Before submitting a Bid, each Bidder must;

a) Examine the Contract Documents thoroughly;

b) Visit sites to familiarize himself with conditions that may in any manner affect cost, progress or performance of the Work;

c) Familiarize himself with federal, state and local laws, ordinances, rules and regulations that may in any manner affect cost, progress or performance of the Work and;

d) Study and carefully correlate Bidder's observations with the Contract Documents.

3.2 Should any material specified not meet the requirements outlined in the Contact Documents, it is the

Bidders responsibility to notify the PARKS REPRESENTATIVE prior to the submission of the Bid.

3.3 The submission of a Bid will constitute a representation by the Bidder that he has complied with every requirement of this Article 4 and that the Contract Documents are sufficient in scope and detail to indicate and convey a complete understanding of all terms and conditions for the performance of the Work.

4. INTERPRETATIONS

All questions about the meaning or intent of the Contract Documents shall be submitted in writing only, to, Queen Anne's County, Department of Parks, 1945 4-H Road, Centreville, Maryland, 21617, fax number: 410-758-0566 or email qacrecreation@qac.org not later than seven (7) days prior to bid opening. Replies will be issued only by Addenda, emailed, not later than two (2) days prior to bid opening to all parties recorded by the PARKS REPRESENTATIVE as having received the Bidding

Documents. Failure of any Bidder to receive such Addendum shall not relieve Bidder from the obligations under the Bid as submitted. Only questions answered by formal written Addenda will be binding. Oral and other interpretations or clarifications will be without legal effect.

5. CONTRACT TIME

The contract shall be binding for 3 Years with the opportunity for One Year Renewal at the same rate.

6. CONCESSION STAND EQUIPMENT LIST AND USE

6.1 Route 18 Park concession stand allows you to cook food at the facility or sell pre-packaged items.

Equipment that is provided by the owner is a fridge/freezer combo, flat top grill with exhaust system, 3-compartment sink, hand wash sink, storage cabinets with counters, overhead shelving, outside propane tank, used oil tank and an ac unit. The awarded concessionaire holds all responsibilities for the health department food permit. The owner will be responsible for the initial cleaning of the exhaust system, all subsequent years it is the reasonability of the lessee. You may view pictures of the facility online at qac.org/1661/Concession-Stands.

7. CONDITIONS

Concession stands may not be used as a home base for a food truck license.

8. SUBSTITUTE MATERIAL AND EQUIPMENT

The Contract, if awarded, will be on the basis of material and equipment described in the Contract

Documents. Consideration of possible substitution or "or equal" items shall only be permitted after bid opening and prior to award of the contract, if submitted by the LESSEE to the PARKS

REPRESENTATIVE and approved by the PARKS REPRESENTATIVE in accordance with General

Conditions.

9. BID FORM

9.1 The Bid Form is included in the Contract Documents; additional copies may be obtained from the

PARKS REPRESENTATIVE. Bid Form must be completed in ink. All names must be typed or printed below the signature. Bids by corporations must be executed in the corporate name by the president or vice-president (or other person having authority to bind the corporation, accompanied by corporate power of attorney) and the corporate seal must be affixed and attested by the secretary or an assistant secretary. The corporate address and state of incorporation shall be shown below the signature.

9.2 Bids by partnerships must be executed in the partnership name and signed by a partner, whose title must appear under the signature and the official address of the partnership must be shown below the signature.

9.3 Bids by a limited liability company must be executed in the name of the company and signed by an authorized or managing member of the limited liability company whose title must appear under the signature and the principal office of the limited liability company must be shown below the signature.

9.4 Minimum Bid Amount:

Route 18 Park Concession Stand is $1,500.00 https://qac.org/1661/Concession-Stands

10. SUBMISSION OF BIDS

10.1 Bids shall be submitted not later than the time and at the place indicated in the Invitation to bid and shall be enclosed in a sealed envelope with the words, “BID – Concession Services” written on the front of the envelope, and accompanied by the other required documents. The official Bid

Time shall be EST Time. If the bid is sent through the mail or other delivery system the sealed envelope shall be enclosed in a separate envelope with the notation "BID ENCLOSED" on the face thereof. Bids delivered after the time and at a place other than that stipulated in the Invitation to bid shall deem the Bidder non-responsive.

10.2 Bids shall be submitted only on the Bidding Document forms furnished with the Contract

Documents. Others forms or documents submitted which are not required by the Contract

Documents shall be considered invalid and without bearing or validity to the Bid and Contract.

10.3 Bids delivered with incomplete forms shall deem the Bidder non-responsive. These forms consist of the:

a) Bid Form;

b) Conflict of Interest Disclosure, Employment of Undocumented Individuals Statement &

Political contribution Reporting Requirements Form;

c) Any required bonds and/or Bid Security

d) A sample food menu and pricing.

10.4 Any addenda issued shall be issued electronically, see Invitation to Bid. It is the Bidder’s responsibility to ensure receipt of all addenda. Submission of a bid shall constitute acknowledgement by the bidder of his inclusion of all issued addenda in the WORK. Physical submission of Addenda documents with a Bid is not necessary.

11. OPENING OF BIDS

Bids will be opened publicly and read aloud as indicated in the Invitation to Bid, and a Bid Tabulation will be made available after the opening of bids.

12. BIDS TO REMAIN OPEN

Except as otherwise required by law, Bids shall remain irrevocable for the period stated in the Invitation to Bid.

13. AWARD OF CONTRACT

13.1 OWNER reserves the right to reject any and all Bids, to waive any and all informalities and the right to disregard all nonconforming, non-responsive or conditional Bids. Discrepancies between words and figures will be resolved in favor of words. Discrepancies between the indicated sum of any column of figures and the correct sum thereof will be resolved in favor of the correct sum.

13.2 In evaluating Bids, OWNER shall consider the qualifications of the Bidders and whether or not the Bids comply with the prescribed requirements. Family friendly food items and prices are given preference; hot dogs, hamburgers, chips and a price range of $3 to $8.

13.3 OWNER may conduct such investigations as he deems necessary to assist in the evaluation of any

Bid and to establish the responsibility, qualifications and financial ability of the Bidders, proposed Subcontractors and other persons and organizations to do the Work or furnish equipment in accordance with the Contract Documents to OWNER’S satisfaction.

13.4 Bid Protests – Any bidder that is concerned about the final award of any procurement may submit a bid protest to the Engineer that made the solicitation. Bid protests must be submitted in writing within five (5) working days following the official public announcement of the contract award.

14. SIGNING OF AGREEMENT

When OWNER gives a Notice of Award to the selected Bidder, at least three (3) unsigned duplicate original copies of the Agreement and all other Contract Documents will accompany it. Within fourteen

(14) days thereafter BIDDER shall sign and deliver said duplicate original copies of the Agreement to the PARKS REPRESENTATIVE with all Bonds and Insurance certificates and with all other Contract

Documents attached. Within fourteen day (14) thereafter, OWNER will sign the duplicate original copies. The OWNER, the LESSEE, and the PARKS REPRESENTATIVE will each receive an executed duplicate original copy of the Contract Agreement.

END OF SECTION

BID FORM

To: The County Commissioners of Queen Anne’s County

Project: Concession Services

1. The undersigned BIDDER proposes and agrees, if this Bid is accepted, to enter into an Agreement with

OWNER in the form included in the Contract Documents to complete all Work as specified or indicated in the Contract Documents for the Contract Price indicated in this Bid within the Contract Time and in accordance with the Contract Documents. The undersigned BIDDER submits this Bid with the understanding that the OWNER reserves the right to reject any or all bids submitted.

2. BIDDER accepts all of the terms and conditions of the Instructions to Bidders. BIDDER will sign the

Agreement within fourteen days after the date of OWNER'S Notice of Award.

3. In submitting this Bid, BIDDER represents, as more fully set forth in the Agreement, that:

a) BIDDER has examined copies of all the Contract Documents and hereby acknowledges receipt of all Addenda by signing this bid;

b) This Bid is genuine and not made in the interest of, or on behalf of, any undisclosed person, firm or corporation and is not submitted in conformity with any agreement or rules of any group, association, organization or corporation; BIDDER has not directly or indirectly induced or solicited or induced any person, firm or a corporation to refrain from bidding; and

BIDDER has not sought by collusion to obtain for himself any advantage over any other

Bidder or over OWNER;

c) BIDDER hereby states that he has available adequate equipment and finances to properly and expeditiously prosecute the Work as bid, and is prepared to present further information to substantiate this statement; and

d) Bidder agrees to coordinate scheduling with the OWNER.

4. BIDDER agrees that the Work will be performed within the dates indicated in the Instructions to

Bidders. BIDDER accepts all the provisions of the Agreement.

5. The following documents are attached to and made a condition of this Bid:

a) Conflict of Interest Disclosure, Employment of Undocumented Individuals Statement &

Political Contribution Reporting Requirements Form; and

c) Any required bonds and/or Bid Security

d) A sample food menu with pricing.

6. BIDDER covenants and warrants that he has had sufficient time to examine the site of the Work; and that he has based the Contract Prices on his own independent examination and investigation of the site and conditions and has not relied on any information furnished to him by the OWNER or PARKS

REPRESENTATIVE not included in the Contract Documents. BIDDER has examined the legal requirements (federal, state and local laws, ordinances, rules, codes and regulations) and the conditions affecting cost, progress or performance of the work and has made such independent investigations as

BIDDER deems necessary.

BASE BID ITEMS:

ITEM DESCRIPTION UNIT PRICE

Minimum Bid

Amount

1 Route 18 Park (Centreville, MD) Annual Fee _________ $1,500

SUBMITTED this _____ day of __________________, 2025.

By: ____________________________ _______________________________/s/

(Typed Name) (Signature) AN INDIVIDUAL

Doing Business As: ___________________________________________________

Business Address: ___________________________________________________

Phone No.: (____) _____________________

Email: ___________________________________________________

A CORPORATION or LIMITED LIABILITY COMPANY

Corporation (OR LLC) Name: ______________________________________ State of Incorp. __________

By: ____________________________/s/ _______________________________

(Person Authorized to Sign) (Title)

Attest: ________________________/s/ Corporate Secretary (CORPORATE SEAL)

Business Address: ___________________________________________________

Phone No.: (____) _____________________

CONFLICT OF INTEREST DISCLOSURE, EMPLOYMENT OF UNDOCUMENTED INDIVIDUALS

STATEMENT & POLITICAL CONTRIBUTION REPORTING REQUIREMENTS FORM

In connection with the undersigned's participation in the bid process or request for proposals being considered by the County Commissioners of Queen Anne's County ("the County") the undersigned does affirm under the penalties of perjury as follows:

I have reviewed the materials provided by the County in connection with my proposed bid or proposal and reviewed such records of my company and business as necessary to make the following statements:

(Check all appropriate boxes)

To the best of my knowledge and belief, neither I, the company identified below, nor any employee of the company have been involved or are presently involved in any situations or actions that might be regarded as an actual or potential conflict of interest in the event of a successful bid or award.

It appears that I, the company identified below or an employee of the company have been involved in some situations or actions that might be regarded as a potential conflict of interest should I submit the successful bid or proposal. Details of such situations and/or actions are as hereby attached to the form (attach additional sheet(s)).

The following situations or actions in which I, my company or an employee of the company are presently involved might be regarded as a potential conflict of interest if I submit the successful bid or proposal (attach additional sheet(s)).

I have attached a list of all present contracts between the company named below and the County.

Furthermore, vendors providing goods or services to Queen Anne’s County Government, as a condition of doing business with the County, are required to comply with all applicable laws and regulations relating to the employment of undocumented individuals.

Should vendors providing goods or services to Queen Anne’s County fail to comply with applicable laws and regulations relating to the employment of undocumented individuals, such failure shall constitute a material breach of the vendor’s contractual relationship with Queen Anne’s County and the County may take all reasonable steps to terminate the County’s contractual relationship with the vendor. If you have questions, please consult the County Department that manages your vendor contract.

Notice of Reporting requirements – Any person doing business with a government entity may be subject to the political contribution reporting requirements of Title XIV of the Election Law Article of the Annotated Code of Maryland.

Signature: ______________________________________ Date: _________________

Name: (please print) ____________________________________________________

Company/Organization: __________________________________________________

Address: ______________________________________________________________

Phone Number: ________________________________________________________

LEASE FOR OPERATION OF CONCESSION STAND

RT. 18 PARK, CENTREVILLE, MD.

This lease made this ______day of ____________, in the year 202 by and between the Queen Anne’s

County Department of Parks, and_____________________, Lessee of the Concession Stand.

The Lessee must be a responsible party whose operation of the food or snack bar will be consistent with operation of the park area and the Parks purposes and will enhance the use of the properties for such purposes.

CONTRACT PERIOD

This is a requirement type lease for the period: April 1, 2026 through October 31, 2028. The lessee will have one (1), one year options after the end of the third-year dependent upon the mutual consent of the owner and lessee at the same rate.

DETAILED SPECIFICATIONS FOR OPERATION OF CONCESSION STAND

The Lessee shall:

1. In the said building, operate the food snack bar for the preparation sale of hot and cold sandwiches, hot and cold beverages (drinks are to be served in paper or plastic cups, alcoholic beverages being prohibited) snack items, and confectionaries.

2. Legibly post on menu boards at the Concession Stand the cost of commodities and services, together with the name of the Lessee.

3. Parks Department shall provide the following items in the concession stand: sinks, refrigerator, stove, exhaust fan and running water. The Lessee shall furnish and maintain any and all equipment which is necessary to operate the Concession Stand, additional equipment is subject to approval of the Parks Department.

4. The Lessee, at his/her own expense, shall obtain all permits, give all necessary notices, pay all license fees, comply with all County laws, rules and regulations relating to public health, or applicable to the business carried on under the Agreement, and assume full responsibility for all taxes applicable to the income derived from the Concession Stands.

5. The Concession Stand must be open and operating during all times designated by Parks

Department. A tentative schedule of such times may be obtained from the Parks Office, 1945 4-

H Park Road, Centreville, MD 21617. The concession stand should be opened prior to any scheduled activity and continue operation until one-half (½) hour immediately following activities.

6. The Lessee must at all times take care of the property belonging to the Parks Department whether the same is in their possession or under their control and shall cause no waste or injury to any of

it. The Lessee shall upon termination of this agreement surrender the premises allotted to it and all equipment belonging to the Department of Parks in as good order and condition as when received.

7. The Lessee must comply with all rules and regulations and letters of instruction issued by, or on behalf of the Parks and Recreation Advisory Board. The Parks and Recreation Advisory Board shall have the right to post Park Rules in prominent places in and about the premises occupied by the Lessee.

8. The Lessee must keep the Concession Stand clean, orderly and in a safe and sanitary condition to the satisfaction of State and County Health Codes and the Parks and Public Landings standards, including collection of any refuse strewn up to fenced boundaries in all directions of the

Concession Stand facility. In the event the Lessee is determined, by appropriate authorities, to be in violation of any regulation, it agrees that it will take all necessary steps to promptly correct any such violations.

9. The Lessee shall pay, indemnify, and save harmless the County, its agents and employees, from all suits, actions, claims, demands, damages, losses, expenses, and/or costs of every kind and description to which the County may be subjected or put by reason of injury (including death) to persons or property, resulting from the manner or method employed by the Lessee, his/her agents and employees in the lease of this Concession Stand or any part thereof.

10. The Lessee must furnish liability insurance in favor of itself and the County against claims for property damage, personal injury and death with limits of not less than one million dollars

($1,000,000) for bodily injury or death of one person as a result of any one accident, said insurance to remain in force and effect during the term of the lease. The Lessee shall furnish a

Certificate of Insurance to Parks and Public Landings.

11. The Lessee will provide adequate pest control within the leased facility.

12. The Lessee must all times keep competent, skilled and courteous employees in attendance that shall act in the best interest of Parks. A Certificate of Insurance for Workman’s Compensation shall be furnished to Queen Anne’s County Parks.

THE LESSEE SHALL NOT:

1. Represent or permit him/her self to be represented to the public as an agent or employee of the

Department of Parks by use of the name of the Department of Parks on letters, bills, signs or by any other means.

2. Remove any property owned by Parks Department.

3. Transfer, sublet, or assign this agreement or any other rights provided for herein without having first obtained written consent from the Parks Department.

4. Give or offer any County employees any gift, privilege, special benefit, discount or anything of material or personal nature.

5. Make alterations, repairs, or constructions to or about these premises without first having obtained written permission from Parks Department.

SPECIAL CONDITIONS:

1. Rental Fee: The Lessee shall pay to the Parks a $100 deposit to be refundable at the end of the contract period. At the beginning of each rental year the Lessee shall also pay by April 1 an annual total of $________ for rental of the Concession Stand for the designated time of April 1 through October 31 or a fee of $_______ per month on the first day of each month.

2. Any dispute or claim concerning the concession stand operation which is not settled by mutual agreement, shall be decided by the Parks and Recreation Advisory Board and this decision shall be stated in writing and a copy of said decision provided to the Lessee within thirty (30) days from the date of receipt of such decision.

3. The Lessee shall allow Parks or employees and agents thereof, access to the concession stand at all reasonable hours for the purpose of examining and inspecting said concession stand or making necessary repairs.

4. In the event the Lessee is deemed by Parks as being unable to continue successful operation, or failure of the Lessee to perform, keep and observe any of the conditions contained herein, or the failure of the Lessee to correct any problem within a time specified by the Parks Department, the lease may be terminated by Parks with a 15 day notice.

Witness Agent, Department of Parks

Witness Lessee