Concession Operations RFP # 150-2026

Inc. Village of Port Jefferson
INVITATION TO BID
VILLAGE OF PORT JEFFERSON
Request for Proposals - Concession Operations
# 150-2026
SEALED BIDS MUST BE RECEIVED BY:
__________Monday, June 22, 2026 at 3:00 pm_________
DELIVER SEALED BIDS TO:
Sylvia Pirillo, RMC
Village Clerk
Inc. Village of Port Jefferson
121 West Broadway,
Port Jefferson, NY 11777
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INVITATION TO BIDDERS - VILLAGE OF PORT JEFFERSON
Request for Proposals - Concession Operations
at the East and West Beaches
# 150-2026
The Village of Port Jefferson is soliciting Requests for Proposals from interested
mobile food vendors as concessionaires for the use of Village-owned property at
the East and West Beaches for the 2026 beach season.
Sealed Proposals will be received by Village Clerk Sylvia Pirillo at Port Jefferson
Village Hall, located at 121 West Broadway, Port Jefferson, 11777 on or before 3:00
p.m. prevailing time on Monday, June 22, 2026 when they will be publicly opened
and read aloud.
Late proposals will not be accepted.
The complete Proposal Package can be obtained from the Village Clerk's Office from
Monday through Friday, beginning on June 11, 2026 between the hours of 9:00
a.m. and 4:00 p.m. prevailing time, for a fee of $ 20.00 per Bid Package, and is
also available on the official Village of Port Jefferson website: www.portjeffny.gov
All questions must be received in writing by Village Clerk Sylvia Pirillo: at
spirillo@portjeffny.gov no later than 4:00 p.m. on Wednesday, June 17, 2026.
All proposals must be received promptly by 3:00 p.m. on June 22, 2026 at Village
Hall in a sealed envelope clearly marked: Concession Operations - RFP # 150-
2026.
The Incorporated Village of Port Jefferson reserves the right to reject any/all
submitted proposals, or any part of the submitted proposal received.
BY ORDER OF THE BOARD OF TRUSTEES OF THE VILLAGE OF PORT JEFFERSON
Village Clerk Sylvia Pirillo, RMC / Incorporated Village of Port Jefferson
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VILLAGE OF PORT JEFFERSON
Request for Proposals - Concession Operations
at the East and West Beaches
# 150-2026
SECTION ONE
GENERAL INFORMATION:
Purpose: Pursuant to section 103 of the NY General Municipal Law and the written
procurement policies of the Inc. Village of Port Jefferson, the Village hereby solicits
your sealed proposal for Concession Operations at the East and West
Beaches.
Definition of Parties: The Village of Port Jefferson will hereinafter be referred to as
The "Village" Respondents to the RFP shall be referred to as "Proposers." The
Proposer to whom the contract is awarded shall be referred to as the "Contractor."
Scope: The Village of Port Jefferson is seeking sealed bids for Concession
Operations at the East and West Beaches.
o The operator will be responsible for hiring the necessary personnel to
conduct the daily operation of the concession in accordance with all Health
Department regulations.
o Hours of operation may vary based upon day, date, season and/or weather.
o Minimum hours may include two (2) hours on weeknights, and weekends
from 10:00 a.m. to dusk, or other days/time(s) if there is a scheduled
activity at either or both beach(es).
o The concessionaire is expected to serve quality food and drinks, and the sale
of alcoholic beverages is not permitted.
o All menu prices must be submitted to the Office of the Village Clerk for
approval prior to any product sales.
o The operator will be responsible for the provision of proper waste and trash
receptacle(s), to be located as approved by the Village.
The successful proposer will be responsible for all items set forth in the
specifications and bid documents.
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Evaluation Criteria: Proposals will be evaluated on many criteria deemed to be in
the Village's best interests, including, and not limited to:
1. Responsiveness to terms and conditions of Proposal Package
2. Consideration of overall qualifications
3. Experience
4. Benefit to the Village
Award of Bid: The Village intends to award this quotation to a single Proposer, but
may also award to multiple proposers, at its discretion. The Village may select the
Proposer or Proposers which, in its opinion, has made the proposal that is the most
responsive and most responsible and may award the contract to that Proposer(s).
The Village reserves the right to waive minor irregularities. The Village reserves,
holds and may in its sole discretion exercise the rights and options to 1) request
additional information from any Proposer, 2) use additional subsequent solicitations
for proposals, 3) negotiate the Proposers for amendments or other modifications to
proposals, or 4) interview selected Proposers and request presentations.
Communication with the Village: It is the responsibility of the Proposer to inquire
about any requirement of this RFP that is not understood. Responses to inquiries, if
they change or clarify the RFP in a substantial manner, will be forwarded by
addenda to all parties that have received a copy of the RFP package. The Village
will not be bound by oral responses to inquiries or written responses other than
addenda.
Inquiries must be made in writing via e-mail, no later than 5 (five) days prior to the
opening of bids to:
Village Clerk Sylvia Pirillo, RMC
Incorporated Village of Port Jefferson
121 West Broadway
Port Jefferson, NY 11777
631-473-4724
spirillo@portjeffny.gov
Costs of Preparation: The Proposer assumes all costs of preparation of the bid and
any presentations necessary to the bid process.
Debarment: Submission of a signed and sealed proposal in response to this
solicitation is certification that your firm (or any subcontractor) is not currently
debarred, suspended, proposed for debarment, declared ineligible or voluntarily
excluded from participation in this transaction by any State or Federal department
or agency. Submission is also agreement that the Village will be notified of any
change in this status.
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Understanding: By submitting a sealed proposal, the proposer agrees and assures
that the specifications are adequate, and the proposer accepts the terms and
conditions herein. Any exceptions should be noted in your response.
Validity: Unless specified otherwise, all sealed proposals shall be valid for ninety
(90) days from the due date of the sealed bid.
Submission: A SIGNED original, plus two (2) copies of the sealed proposal must be
submitted to Sylvia Pirillo, Village Clerk, Inc. Village of Port Jefferson, 121 West
Broadway, Port Jefferson, NY 11777, in a sealed envelope by 3:00 p.m. Monday,
June 22, 2026 in order to be considered.
Proposals received after the due date or time will not be considered. Proposers are
strongly encouraged to submit sealed proposals in advance of the due date to avoid
the possibility of missing the due date because of unforeseen circumstances.
Proposers assume the risk of the methods of dispatch chosen.
The Village assumes no responsibility for delays caused by any package or mail
delivery service. Postmarking by the due date will not substitute for receipt of a
sealed proposal.
Additional time will not be granted to any single proposer, however additional time
may be granted to all proposers if and when the Village determines that
circumstances require it.
FAXED OR E-MAIL PROPOSALS WILL NOT BE ACCEPTED. LATE PROPOSALS WILL
NOT BE ACCEPTED.
The envelope must be clearly identified on the outside as follows:
Name of Proposer:
Address of Proposer:
Due Date:
Name and Number of RFP:
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SECTION TWO
GENERAL TERMS AND CONDITIONS:
Contract Documents: The contract contained in this RFP package need not be
signed at this time. If a separate Contract is not provided in this RFP package, the
Contract entered into by the parties shall consist of the RFP package, the signed
Proposal submitted by the Contractor, the specifications including all modifications
thereof, and a letter of agreement requiring signatures of the Village and the
Contractor, all of which shall be referred to collectively as the Contract Documents.
Contract Modification and Amendment: The parties may adjust the specific terms of
this Contract (except for pricing) where circumstances beyond the control of either
party require modification or amendment. Any modification or amendment
proposed by the Contractor must be in writing to the Village Clerk. Any agreed
upon modification or amendment must be in writing and signed by both parties.
Contract Term: The start date will be as soon as possible following the award of the
contract, as a mutually agreed-upon date.
Contract Data: The Contractor is required to provide the Village with detailed data
concerning the Contract at the request of the Village. The Village reserves the right
to audit the Contractor's records to verify the data.
Contract Validity: In the event one or more clauses of the Contract are declared
invalid, void, unenforceable or illegal, that shall not affect the validity of the
remaining portions of the Contract.
Insurance Requirements: Please see attached- four (4) pages
Non-Waiver of Defaults: Any failure of the Village to enforce or require the strict
keeping and performance of any of the terms and conditions of this agreement
shall not constitute a waiver of such terms, conditions, or rights.
Cancellation/Termination: If the Contractor defaults in its agreement to provide
services, personnel and/ or equipment to the Village 's satisfaction, or in any other
way fails to provide service in accordance with the Contract terms, the Village shall
promptly notify the Contractor of such default and if adequate correction is not
made within seven (7) days, the Village may take whatever action it deems
necessary to provide alternate services and may, at its option, immediately cancel
this Contract with written notice. Cancellation does not release the Contractor from
its obligation to provide goods or services per the terms of the Contract during the
notification period.
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Contact & Clarification(s):
Sylvia Pirillo, RMC
Village Clerk
Inc. Village of Port Jefferson
121 West Broadway, Port Jefferson, NY 11777
Litigation: This Contract and the rights and obligations of the parties hereunder
shall be governed by and construed in accordance with the laws of the State of NY
without reference to its conflicts of laws principles. The Contractor agrees that any
litigation, action or proceeding arising out of this Contract, shall be instituted in a
state court located in the State of New York.
Assignment: Neither party of the Contract shall assign the Contract without the
prior written consent of the other, nor shall the Contractor assign any money due
or to become due without the prior written consent of the Village.
Equal Opportunity: In the execution of the Contract, the Contractor and all
subcontractors agree, consistent with Village policy, not to discriminate on the
grounds of race, color, religion, sex, sexual orientation, national origin, age,
disability or veteran's status and to provide reasonable accommodations to qualified
individuals with disabilities upon request. The Village encourages the employment
of individuals with disabilities.
Independent Contractor: Whether the Contractor is a corporation, partnership,
other legal entity, or an individual; the Contractor is an independent contractor. If
the Contractor is an individual, the Contractor's duties will be performed with the
understanding that the Contractor is a self-employed person, has special expertise
as to the services which the Contractor is to perform and is customarily engaged in
the independent performance of the same or similar services for others. The
Contractor shall control the manner in which the services are performed; however,
the Village shall specify the nature of the services and the results to be achieved.
The Contractor is not to be deemed an employee or agent of the Village and has no
authority to make any binding commitments or obligations on behalf of the Village
except as expressly provided herein.
Liens: The Contractor shall keep the Village free and clear from all liens asserted by
any person or entity for any reason arising out of the furnishing of services or
materials by or to the Contractor.
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SECTION THREE
PERFORMANCE TERMS AND CONDITIONS:
Employees: The Contractor shall employ only competent and satisfactory personnel
and shall provide enough employees to perform the required services efficiently
and, in a manner, satisfactory to the Village. If the Village Clerk or designee notifies
the Contractor in writing that any person employed on this Contract is incompetent,
disorderly, or otherwise unsatisfactory, such person shall not again be employed in
the execution of this Contract without the prior written consent of the Village Clerk.
Payment: Payment by the contractor shall be made in full to the Village within five
(5) business days of formal notification of award to the Contractor by the Village.
Page 8 of 19

SECTION FOUR
BID CONTENT:
Bidders shall ensure that all information required herein is submitted with the
sealed bid. All information provided should be verifiable by documentation
requested by the Village. Failure to provide all information, inaccuracy or
misstatement may be sufficient cause for rejection of the bid or rescission of an
award. Bidders are encouraged to provide any additional information describing
operational abilities. Responses to each requirement below should be in order and
clearly marked with the section number to which they respond.
Business Profile: Provide a brief history of your company, length of time in
business, number of employees.
Completions: All items on Bidder Checklist must be submitted.
Please submit two (2) copies of the entire BID package.
Page 9 of 19

NON-COLLUSION BIDDING CERTIFICATE
VILLAGE OF PORT JEFFERSON
Request for Proposals - Concession Operations
at the East and West Beaches
# 150-2026
By submission of this proposal, each proposer and each person signing on behalf of
any proposer certifies, and in the case of a joint bid each party thereto certifies as
to its own organization, under penalty of perjury, that to the best of knowledge and
belief:
1) The prices in this proposal have been arrived at independently without collusion,
consultation, communication, or agreement, for the purpose of restricting
competition, as to any matter relating to such prices with any other bidder or with
any competitor.
2) Unless otherwise required by Law, the prices which have been quoted in this
proposal have not been knowingly disclosed by the proposer and will not knowingly
be disclosed by the proposer prior to opening, directly or indirectly, to any other
proposer or to any competitor.
3) No attempt has been made or will be made by the proposer to induce any other
person, partnership or corporation to submit or not to submit a proposal for the
purpose of restricting competition.
4) The person signing this bid, under the penalties of perjury, affirms the truth
thereof.
Date:
Signature of Proposer, if individual
Name of Corporation
Title of Officer
Corporate Seal:
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