HOOVER PUBLIC LIBRARY
REQUEST FOR PROPOSALS
OPERATION OF LIBRARY CAFE
The Hoover Public Library (“Library”) is requesting proposals for the operation of a café in the
Library Plaza. Sealed proposals for the operation of the café will be received by the Library from
the date this notice until 5:00 p.m. on Friday, December 5, 2025. Proposals should be delivered
either by mail or hand delivery to Hoover Public Library, ATTN: Amanda Borden – Library
Director, 200 Municipal Drive, Hoover, AL 35216. The outside of all proposals should be marked
with the following language: “PROPOSAL FOR OPERATION OF LIBRARY CAFÉ IN THE LIBRARY
PLAZA.” No proposals submitted by facsimile or after the deadline will be accepted.
An optional meeting to answer any questions regarding this request for proposals and to tour
the café area will be held at the Hoover Public Library at 10:00 a.m. on Wednesday, November
5, 2025, in the Library Plaza. Amanda Borden should be contacted at 205-444-7812 or
amanda.borden@hooverlibrary.org to register for this meeting. If you are unable to attend this
tour, you can contact Amanda Borden at the above email address with questions or to schedule
a time to tour the café area, provided there is schedule availability.
The Library’s mission is to be “more than a library” by serving as a central community gathering
space. We are seeking a café vendor who understands and supports this mission, with an
emphasis on providing high-quality service and fostering a welcoming environment. The Library
has designated space available for café operations and is seeking a vendor with a clear vision for
its use. Proposals that include innovative approaches to enhancing the café’s role in community
engagement and overall patron experience will be given strong consideration.
Approximately 400,000 patrons visited the Library from October 1, 2024, through September
30, 2025. The Library has a staff of 100 employees. The Library intends that the café provide its
patrons and employees with high quality fare at good value. The Library will provide the café
operator space which includes a kitchen and required utilities. A list of all equipment provided
by the Library is listed in the “General Provisions Related to Operation of Library Café” section
of this proposal. The successful proposal will be selected based on criteria in the “Evaluation
Process” section of the proposal.
The Proposal Instructions should be read carefully. Each proposal submission should respond to
all information requested in the Proposal Instructions. A proposal may be rejected by the Library
if the Proposal Instructions are not followed.
The Library reserves the right to waive any formality in any proposal, to reject any or all
proposals, and/or to select the café operator in any manner consistent with the law deemed in
the best interest of the Library. The Library also reserves the right to enter into any agreement
as a result of this Request for Proposals.
Amanda Borden, Library Director
10/21/2025
I. GENERAL INFORMATION ABOUT THE PROPOSAL PROCESS
A. INSTRUCTIONS FOR SUBMITTAL OF PROPOSALS
1. All proposal responses must be typed or written in ink. No faxed responses
will be accepted. Submitted proposals should be in strict compliance with
the requirements of the Request for Proposals and these Proposal
Instructions.
2. All proposals shall be sealed and the outside envelope of all proposals
should be marked with the following language: “PROPOSAL FOR
OPERATION OF LIBRARY CAFÉ IN THE LIBRARY PLAZA”.
3. Late proposals will not be opened.
4. The Library reserves the right to waive any formality or irregularity in any
proposal submitted, and to reject any or all proposals and to select an
operator of the café in any manner consistent with the law deemed in the
best interest of the Library. Further, the Library also reserves the right not
to enter into any agreement as a result of the Request for Proposals.
5. Operators submitting a proposal are expected to thoroughly examine and
be familiar with the proposal instructions and terms and conditions.
B. METHOD OF AWARD
1. The Library may select the operator of the café in any manner that is in the
best interest of the Library. The successful proposal shall be deemed as
having been selected upon the vote or resolution of the Hoover Public
Library Board (“Library Board”).
2. The operator selected by the Library Board to operate the café must, when
requested by the Library’s representative, enter into a written contract
with the Library within thirty (30) calendar days after presentation to the
operator for signature. In the case of such operator’s refusal or failure to
enter into a contract within thirty (30) calendar days of its receipt of formal
notice of selection, the Library may select another operator.
C. EVALUATION PROCESS
The Library Board has determined that in order to select the most advantageous
proposal to operate the café at the Library, comparative judgments of various
factors will be necessary. The food offered needs to be of high quality, with good
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HOOVER PUBLIC LIBRARY, REQUEST FOR PROPOSALS
OPERATION OF LIBRARY CAFÉ
variety and good value. In addition, the successful proposal will be one whose
business plan for operation of the café demonstrates a thoughtful and realistic
projection of the associated revenue and expenses. The Library staff will also
evaluate the business and catering and/or restaurant background of each
proposal to determine that the operator can successfully provide the services
expected. Each operator that submits a proposal which qualifies will be
interviewed by an evaluation committee (“Committee”), and prepared samples of
proposed menu selections must be presented for evaluation by the Committee.
Proposals submitted will be evaluated using the following process:
1. Initial Evaluation
a. An initial evaluation of each proposal submitted will be conducted
by Library staff.
b. Proposals will be evaluated based on the comparative criteria with
each criterion being rated on the following scale:
1 point – Not advantageous
3 points – Advantageous
5 points – Highly Advantageous
c. The comparative criteria that each proposal will be evaluated upon
is as follows:
i. The proposed menu will be evaluated on its variety, quality,
and cost. Menus that demonstrate a broad selection of
items, high quality offerings, and reasonable pricing will be
considered highly advantageous. Menus that provide a
reasonable variety and quality of items at a reasonable cost
will be considered advantageous. Menus that lack variety,
demonstrate poor quality, or include items priced at a level
inconsistent with reasonable market rates will be
considered not advantageous.
ii. The vision for the café, including the proposed menu, food
presentation, and overall aesthetic, will be evaluated as
part of the selection process. Proposals that demonstrate a
strong alignment with the Library’s mission as a welcoming
community gathering space and that present food and
beverages in a visually appealing, high-quality manner will
be considered highly advantageous. Proposals that show
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HOOVER PUBLIC LIBRARY, REQUEST FOR PROPOSALS
OPERATION OF LIBRARY CAFÉ
general alignment with the Library’s mission and provide a
reasonable level of quality and visual appeal will be
considered advantageous. Proposals that lack alignment
with the Library’s mission, or present food and beverages in
a manner that is of poor quality or inconsistent with the
Library environment, will be considered not advantageous.
iii. Operators or on-site managers with more than two (2)
years of experience in the food service industry will be
considered highly advantageous. At least one (1) year of
such experience will be considered advantageous. Less than
one (1) year of such experience will be considered not
advantageous.
iv. Operators with an on-site manager (including the operator
if applicable), who has successfully completed at least one
accredited food safety course or program will be rated
advantageous. Proposals with an on-site manager who has
completed additional food safety, and other food
management and/or food preparation courses will be rated
highly advantageous. Proposals with an on-site manager
who has not successfully completed a food safety course or
program will be rated not advantageous.
v. The proposed Cleaning and Maintenance Schedule will be
evaluated for compliance with all state health, sanitation
and safety standards and to determine whether it will lead
to the preservation of the Library provided space and
equipment in good working order. If the Schedule contains
basic health and sanitation practices and meets all safety
standards, the proposal will be rated advantageous. If the
Schedule does not contain sufficient safety standards or
basic health and sanitation practices, then the proposal will
be rated not advantageous.
vi. The proposed Business Operations Plan shall be evaluated
for financial adequacy and adequacy of service. Those Plans
presenting an exceptional degree of service, while making
sense financially and showing that the necessary capital is
available, will be rated highly advantageous. If the Plan
shows that the necessary start-up capital is available and
will provide appropriate service for the library's patrons,
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This page summarizes the opportunity, including an overview and a preview of the attached documents.
