RFP 2027-008 Food and Beverage Concessions at BWC Trail – Ed Page Entrance

The City of Lynchburg, Virginia Department of Parks and Recreation is requesting proposals for food and beverage concessions operations at the Ed Page Entrance of the Black Water Creek Trail under RFP 2027-008, with sealed proposals due July 24, 2026 at 4:00 p.m. and an optional pre-proposal meeting on-site July 14 at 1:30 p.m.

Offerors must demonstrate knowledge of permanent and/or seasonal concession operations, food safety practices, proper licensure, contract relations, adequate staffing levels, and financial stability. The concession facility is a 15-by-7-foot permanent structure with seven two-plug 110V outlets and hot and cold water. Desired hours are seven days a week from the second Monday in March through the second Monday in November, sunrise to sunset, though hours are negotiable based on weather. All alcoholic beverages are strictly prohibited. Vendors must obtain all required permits and licenses, comply with Virginia food service health requirements, and ensure all employees pass background checks at a cost not to exceed twenty dollars per employee.

The contract term runs October 1, 2026 through September 30, 2027, with renewal options for up to four additional one-year periods at mutual agreement. Vendors must propose separate monthly rental fees for in-season (March 1–October 31) and off-season (November 1–February 28) periods, billed net 30 days with no proration for partial months. The City covers utility costs; the vendor is responsible for equipment maintenance, repairs, facility security, daily cleanup, and trash removal.

Evaluation criteria are demonstrated understanding of services (20 percent), proposed approach and timeline feasibility (20 percent), vendor experience and staff qualifications (20 percent), products and items offered including nutritional options and pricing (20 percent), proposal conciseness and clarity (10 percent), and proposed rental pricing (10 percent). Proposals are limited to 30 one-sided or 15 double-sided pages excluding the cover and must include financial records for the previous two years, at least three references with similar experience, and an implementation timeline. Written questions are due by 4:00 p.m. July 15, 2026. Following written evaluation, presentations will be held for top-ranked offerors, and the City will negotiate with the highest-ranked firm.