2026-2027 Concessions Operations Request for Proposals

City of Auburn, AL Parks and Recreation
Request for Proposals - Concession Food Services
The City of Auburn, AL Parks and Recreation department is seeking statements of
interest, qualifications, and performance data from interested food service providers,
concessionaires, and other firms or organizations that can provide concession
services to multiple locations at several park campuses where recreation league
games and tournaments are played.
The concessions stands at these parks are utilized by the recreation department,
several parent-run sports organizations (Auburn Baseball/Softball Association
(ABSA), Auburn Youth Football Association (AYFA), Auburn Soccer Association (ASA)),
and for-profit tournament organizations. The City of Auburn oversees league games,
practices, and tournaments at the Auburn Softball Complex throughout the year.
ABSA oversees league games, practices, and tournaments during the spring and
summer baseball and softball season. AYFA operates league games, practices, and
tournaments during the fall football season. ASA operates league games, practices,
and tournaments during the fall and spring soccer season. The successful proposer
will be required to execute a contract with the City of Auburn, ABSA, AYFA, and ASA.
All the concessions' locations operate on a seasonal basis throughout the year. The
Request for Proposal will include specific information about each location and the
typical season and schedule.
The overall purpose of this solicitation for proposals from contractors is to provide
quality concession services to the public and guests in our facilities.
Scope of Services:
The Contractor will staff, manage, and operate the concession operations noted. The
hours of operation should match the hours that facilities are open for operation noted
below. It is the responsibility of the contractor to provide all manual labor, insurance,
and materials to operate the food service operations in an efficient and friendly
manner. The Auburn Parks and Recreation department will retain control of any
exterior vending machines.

Auburn Softball Complex:
The Auburn Softball Complex is located at 2560 South College St. and operates one
(1) concession location. This location is open mid-February through mid-December.
The hours of operations will be in coordination with the game schedules provided by
the League Sports Coordinators/Player Agents or by the Complex Manager. The
concessions do not have to operate when the complex is not open for league or
tournament practice or play. The concession stand is approximately 450 square feet
with two serving windows. The equipment is all electric and includes one two-burner
flat top grill, two basket deep fryers, an overhead warmer, pretzel warmer, warming
station, commercial toaster oven, ice machine, commercial double refrigerator,
Frigidaire refrigerator/freezer, five stainless-steel tables, two three-tier commercial
sinks, hand washing sink, two Coke coolers (owned by Coke), and a Coke drink
dispenser (owned by Coke). There is no natural gas in the facility.
Duck Samford Park:
Duck Samford Park includes Bo Cavin Baseball Fields 4 - 7, and Duck Samford Baseball
Fields 8 - 10. Two (2) concessions are located at this park: 335 Airport Rd. The hours of
operations will be in coordination with the game schedules provided by the League
Sports Coordinators/Player Agents or by the Complex Manager. The concessions do
not have to operate when the complex is not open for league or tournament practice
or play. The concession stand at Fields 4-7 is approximately 300 square feet with two
serving windows. The equipment is all electric and includes three sinks, counter
space, popcorn machine, ice maker, stand up cooler, two Coke coolers (owned by
Coke), and a Coke drink dispenser (owned by Coke). There is no natural gas in the
facility. The concession stand at Fields 8-10 is approximately 300 square feet with
two serving windows. The equipment is all electric and includes two popcorn
machines, one ice machine, one cooler, two Coke coolers (owned by Coke), and a
Coke drink dispenser (owned by Coke). There is no natural gas in the facility. Duck 1-
3 is under construction and will be completed late summer/early Fall 2026.
Felton Little Park:
Felton Little Park is located at 341 East Glenn Ave. and operates one (1) concession
location. The hours of operations will be in coordination with the game schedules
provided by the League Sports Coordinators/Player Agents or by the Complex
Manager. The concessions do not have to operate when the complex is not open for
league or tournament practice or play. The concession stand is approximately 350
square feet with one serving window. The equipment is all electric and includes one
pretzel warmer, one popcorn machine, an ice machine, nacho cheese machine, one
two-burner gas grille, one four-basket deep fryer, three Coke coolers (owned by
Coke), and a Coke drink dispenser (owned by Coke). There is natural gas in the facility.
Lake Wilmore Park:
Lake Wilmore Park is located at 2000 Grove Hill Rd. and operates one (1) concession
location. The hours of operations will be in coordination with the game schedules
provided by the League Sports Coordinators/Player Agents or by the Complex
Manager.

Shug Jordan Soccer Fields:
The Shug Jordan Soccer Fields are located at 950 Pride Ave and operates one (1)
concession location. The hours of operations will be in coordination with the game
schedules provided by the League Sports Coordinators/Player Agents or by the
Complex Manager. The concessions do not have to operate when the complex is not
open for league or tournament practice or play. The concession stand is
approximately 400 square feet with one serving window. The equipment is all electric
and includes one ice machine, two-tier commercial sinks, hand washing sink, one
small stainless-steel table, and three Coke coolers (owned by Coke). There is no
natural gas in the facility.
Wire Road Soccer Complex:
The Wire Road Soccer Complex is located at 2340 Wire Rd. and operates one (1)
concession location. The hours of operations will be in coordination with the game
schedules provided by the League Sports Coordinators/Player Agents or by the
Complex Manager. The concessions do not have to operate when the complex is not
open for league or tournament practice or play. The concession stand is
approximately 800 square feet with three serving windows. The equipment is all
electric and includes one two-basket deep fryer, two hotdog rollers, two pretzel
warmers, two pizza warmers, one ice machine, one four-burner flat top grille, a
double door commercial refrigerator, three-tier commercial sink, hand washing sink,
and one Coke drink dispenser (owned by Coke). There is no natural gas in the facility.
General Conditions:
Equipment:
The equipment provided at each location (Attached Schedule A) is the property of
the City of Auburn, AL. It is the responsibility of the contractor to maintain the
equipment and rental spaces in clean and operational condition. General
maintenance and care of the concession area required by normal usage will be
provided by the vendor and will include but is not limited to cleanup of the
concession stand floor, walls, counters, equipment, and the general area of the stand.
The vendor shall be responsible for repairs of any damage caused by operation of the
concessions or that are caused by misuse or negligence of the vendor's employees.
There will be an initial walkthrough of the concessions with both parties signing off
on conditions and a follow-up at the conclusion of the season. All food products must
be removed from the concession stands at the end of the season and locations and
equipment must be deep cleaned. Any additional equipment or replacement
equipment needed during the year will be provided by the vendor.
The vendor must provide its own cash management system and equipment. The
vendor must also allow credit and debit card transactions as form of customer
payment.
A food truck or trailer may be used to meet the requirements of the proposal with the
truck or trailer being approved for placement by the City of Auburn.

The utilities for the concession stands will be paid by the City of Auburn.
Maintenance:
The City of Auburn will be responsible for all exterior and structural systems
maintenance for each concession's location. The vendor will be responsible for
maintaining and cleaning all concession and patron eating areas to the satisfaction of
the Parks and Recreation department staff daily.
Menus and Signage:
Vendors submitting proposals will provide the city with sample menus, including
pricing, for each location. The Parks and Recreation department staff will have final
approval of all menu items and pricing; the vendor will also provide a mark-up list for
all items.
The Parks and Recreation department retains the right to approve all signage and sign
location prior to installation. The Parks and Recreation department reserves the right
to review and make reasonable changes to the menus and pricing for each location.
The vendor must clearly display its company name and logo at each location to
distinguish itself from the Parks and Recreation department.
The vendor must clearly display all food prices. Signage should be professionally done
and in good taste. Handwritten notes for menu items or pricing will not be considered
acceptable.
Glass containers and gum will be prohibited at ALL locations. Sunflower seeds and
unshelled peanuts will be prohibited at all locations that have turf fields (Lake
Wilmore Park and Wire Road Soccer Complex.)
Days/Minimum Hours of Operation:
The hours of operations will be in coordination with the game schedules provided by
the League Sports Coordinators/Player Agents or by the Complex Manager.
Games covered by the proposal: the proposer may submit proposals based on game
play count. The following scenarios should be used for proposals: Gamedays with 1-3
games played; gamedays with three or more games played; and a proposal for all
gamedays.
Professional and Legal Requirements:
The vendor will be expected to conduct their business with a high degree of
professionalism and in character appropriate to serve facility clientele. Most
importantly, any outsourcing vendor is required to maintain similar philosophies to
the Parks and Recreation department's mission, vision, and guiding principles, along
with the understanding that the food service operation must function first and
foremost for the facility patrons.
The Parks and Recreation department expects vendor staff to be in uniform and to
wear a nametag. Vendor's staff should appear clean, neat, orderly, and otherwise
appropriate for the services being provided.

Regular cleaning of the food service areas and the patron eating areas is to be done
by the vendor. This would include, but is not limited to, daily cleaning after closing,
and periodic cleaning during periods of high use. Parks and Recreation department
staff will conduct periodic inspections to ensure each food service space meets
sanitation and health department standards.
It will be the responsibility of the vendor to meet all Lee County, AL Health
Department requirements for the operation of the concession stands and any
licenses or inspection results should be clearly posted.
It will be the responsibility of the vendor to meet all tax and license requirements
including obtaining and maintaining a valid City of Auburn business license.
It will be the responsibility of the vendor to provide documentation to Parks and
Recreation department staff that all Managers and Supervisors have a current
ServSafe certification.
Federal, state, and local laws, rules, regulations, and requirements are required to be
met regarding sanitation, business licensing, safety, employment, and any other legal
requirement necessary for the vendor to provide concession services to the Parks
and Recreation department as provided in the RFP. Vendors are responsible for
obtaining and maintaining all necessary licenses and permits, at its sole cost and
expense, during the terms of its services with the Parks and Recreation department.
The vendor cannot assign the contract without written permission of the City, the
ABSA Board, the AYFA Board, and the ASA Board that the agreement would be
interpreted according to the laws of the State of Alabama, and that any legal action
arising out of the agreement would be filed in the Circuit Court of Lee County,
Alabama located in Opelika, Alabama or the Federal District Court for the Middle
District of Alabama - Eastern Division, located in Opelika, Alabama.
The contract would include a hold harmless/indemnification clause in the agreement
that survives the payment of any losses by the vendor's insurance carrier.
Insurance Requirements:
The vendor would be required to provide general liability insurance in the amount
of $1 million per occurrence, $1 million personal and advertising injury, $1 million
general aggregate, and $1 million products/completed operations aggregate. The
vendor would be responsible for the payment of any deductibles or self-insured
retentions. The vendor's insurance would be primary. If the vendor uses sub-
contractors, they will need to carry coverage with the same limits and provide us
with certificates of insurance. The certificates would also have to show waivers of
subrogation in favor of the vendors, the city, the ABSA Board, the AYFA Board, and
the ASA Board. If the vendor has autos they use in the business, they would be
required to carry auto liability insurance with limits of at least $1 million combined
single limit.

The City of Auburn, ABSA, AYFA, and ASA must be listed as additional insured under
the vendor's general liability insurance and auto liability insurance (if applicable). The
city, the ABSA Board, the AYFA Board, and the ASA Board would receive the same
written notice of cancellation given to the vendor.
The vendor would also be required to provide workers' compensation insurance and
employer's liability insurance. The workers' compensation insurance would provide
statutory benefits and the employer's liability coverage would provide coverage with
limits of $500K/$500K/$500K.
The Vendor shall require certificates of insurance from sub-contractors. Sub-
contractors will carry limits of insurance equal to or greater than those carried by the
Vendor. These certificates shall evidence waivers of subrogation in favor of the City
and the Vendor and shall be made available to the City upon request.
At the City's discretion, the Vendor may be required to have in force builder's risk
coverage and/or higher liability limits than that mentioned above and/or broader
coverage than normally carried by the Vendor.
INDEMNIFICATION
The Vendor must agree to indemnify, hold harmless, and defend the City, its officials,
representatives, agents, servants, and employees from and against any and all claims,
actions, lawsuits, damages, judgments, liability and expense, including attorneys'
fees and litigation expenses, in whole or in part arising out of, connected with, or in
any way associated with the activities of the Vendor, its employees, or its sub-
contractors in connection with the work to be performed under this contract. This
obligation survives the payment of any loss by the Vendor's insurance carrier.
GOVERNING LAWS AND LEGAL ACTION
This contract will be interpreted according to the laws of the State of Alabama.
Legal action arising from the performance of this contract will be filed in the Circuit
Court of Lee County, Alabama located in Opelika, Alabama or the Federal District
Court for the Middle District of Alabama - Eastern Division located in Opelika,
Alabama.
Fees and Payment:
The proposals will consist of a percentage of the gross receipts and a lump sum, with
the higher amount being the amount due to the City of Auburn.
The vendor will be required to provide proof of gross receipts at the time the
payment is due. City of Auburn sales tax receipts will be accepted. A breakdown from
each concession location should be provided.
Payments will be due on the last working day at the end of each month to the City of
Auburn, delivered to the Harris Center, 425 Perry Street, Auburn, AL 36830.

If any payment installment or part thereof shall at any time be in arrears and unpaid
or if the vendor should fail to keep and perform any of the covenants, agreements,
provisions, terms or conditions of the concession agreement on the part of the
concessionaire to be kept and performed after ten (10) days written notice upon the
concessionaire to pay the installment or to rectify the breach complained of, the City,
ABSA, AYFA ,and ASA shall cause this concession agreement to cease, be utterly void
and terminated, without prejudice to the City, ABSA, AYFA, and ASA's right of action
for arrears of installment payments or breach of covenant, present and prospective
damages or any other cost or expense resulting from such breach on the part of the
concessionaire.
Miscellaneous Vendor Requirements:
Other requirements of the selected vendor include the following:
1. The vendor must maintain enough stocked food, beverages, and accessories
to serve the public need at each location.
2. The vendor must clearly display its company name and logo at each location to
distinguish itself from the Parks and Recreation department.
3. The vendor will be responsible for the proper disposal of all concession-related
refuse into containers provided by the city. Boxes must be broken down and
placed in the appropriate containers. Bagged garbage must be disposed of in
the dumpsters on site. The garbage area must be kept clean.
4. The vendor must provide all required documentation mentioned here within,
at the time the City and the vendor sign the contract.
Proposal and Contract Information:
The City of Auburn reserves the right to authorize various other entities the ability to
operate business within the Auburn Softball Complex, Duck Samford Park, Felton
Little Park, Lake Wilmore Park, the Shug Jordan Soccer Fields, and the Wire Road
Soccer Complex during certain, specific events during the year.
Once a vendor is selected from proposals submitted, a contract will be signed by
both parties for one (1) year beginning July 1, 2026, to cover all league play and
tournaments during this time. The City shall have the option to renew for two (2)
additional one-year terms by providing notice to the vendor on or before ninety (90}
days prior to the expiration of the then current term.
The City, ABSA, AYFA, and ASA reserves the right to award the proposal that best
meets the needs of each group and reserves the right to decline any and all proposals.
Proposals should be delivered to the Auburn City Hall, 144 Tichenor, Auburn, AL 36830
by June 23, 2026, at 2:00 p.m. No faxed or emailed proposals will be accepted.
Any proposer may withdraw their proposal by phone, email, or written request.
Proposals will be opened and read publicly at 2:00 p.m. on June 23, 2026, in the
Finance Conference Room at Auburn City Hall, 144 Tichenor, Auburn, AL 36830.
All interested parties may inspect the premises by appointment with Houston
Manning at 334-501-2942.

City of Auburn, AL Parks and Recreation
Request for Proposals - Concession Food Services
Schedule A: Equipment at Each Location
Auburn Softball Complex:
One two-burner flat top grill
Two basket deep fryer
Overhead warmer
Pretzel warmer
Warming station
Commercial toaster oven
Ice machine
Commercial double refrigerator
Frigidaire refrigerator/freezer
Five stainless steel tables
Two three-tier commercial sinks
Hand washing sink
Two Coke coolers (owned by Coke)
Coke drink dispenser (owned by Coke)
Duck Samford Park:
Fields 1-3
Ice machine
Refrigerator/freezer
One freezer
Three sinks
Flat top grille
Bo Cavin Baseball Fields 4 - 7
Three sinks
Counter space
Popcorn machine
Ice maker
Stand up cooler
Two Coke coolers (owned by Coke)
Coke drink dispenser (owned by Coke)
Fields 8-10
Two popcorn machines
Ice machine
One cooler
Two Coke coolers (owned by Coke)
Coke drink dispenser (owned by Coke)
Felton Little Park:
One pretzel warmer
One popcorn machine
Ice machine

Nacho cheese machine
One two burner gas grille
One four basket deep fryer
Three Coke coolers (owned by Coke)
Coke drink dispenser (owned by Coke)
Lake Wilmore Park - Athletic Fields:
Ice machine
Three-tier commercial sinks
Hand washing sink
Two small stainless-steel tables
Refrigerator/freezer
One freezer
Shug Jordan Soccer Fields:
Ice machine
Two-tier commercial sinks
Hand washing sink
One small stainless-steel table
Three Coke coolers (owned by Coke)
Wire Road Soccer Complex:
Two basket deep fryer
Two hotdog rollers
Two pretzel warmers
Two pizza warmers
Ice machine
Four-burner flat top grille
Double door commercial refrigerator
Three-tier commercial sink, hand washing sink
Coke drink dispenser (owned by Coke)