Refreshments Concessionaire at the Village Center for the 2026-2027 Winter Season

INCORPORATED VILLAGE OF PORT JEFFERSON VILLAGE CENTER REFRESHMENTS CONCESSIONAIRE
INCORPORATED VILLAGE OF PORT JEFFERSON
R E Q U E S T F O R P R O P O S A L S
REFRESHMENTS CONCESSIONAIRE AT THE VILLAGE CENTER
2026 - 2027 WINTER SEASON
RFP NO. 153-2026
October 13, 2026 at 3:00 pm prevailing time
PROPOSALS DUE
Late proposals will not be accepted.
DELIVER TO Sylvia Pirillo, RMC, Village Clerk
LOCATION Village Hall, 121 West Broadway, Port Jefferson, NY 11777
CONCESSION
Village Center, 101-A East Broadway, Port Jefferson, NY 11777
LOCATION
SEASON 2026 - 2027 Winter Season: November 28, 2026 - March 15, 2027
NOTICE REQUESTING PROPOSALS
NOTICE IS HEREBY GIVEN that the Incorporated Village of Port Jefferson (the "Village") is accepting
sealed proposals from qualified persons or firms to serve as the Refreshments Concessionaire at the
Village Center for the 2026 - 2027 Winter Season.
The selected Concessionaire will operate a clean, safe, attractive and customer-friendly
refreshments concession for Village Center patrons and visitors, subject to the operating schedule,
menu, pricing, public-health requirements and other terms stated in this RFP and the resulting
agreement.
Hours of operation for the Concession will be 3 pm - 8 pm on Fridays and 9 am - 8 pm on
Saturdays and Sundays, from November 28, 2026 - March 15, 2027.
Sealed proposals will be received by Sylvia Pirillo, RMC, Village Clerk, at Village Hall, 121 West
Broadway, Port Jefferson, New York 11777, until October 13, 2026 at 3:00 pm prevailing time, at
which time the names of proposers may be publicly announced. Evaluation and award may occur at
a later date.
Proposals received after the stated deadline will not be considered. Postmarking by the due date will
not substitute for actual receipt by the Village. Faxed or emailed proposals will not be accepted.
ENVELOPE MARKING:
The sealed envelope shall be clearly marked: "REFRESHMENTS CONCESSIONAIRE AT THE VILLAGE
CENTER - 2026 - 2027 WINTER SEASON - RFP NO. 153-2026."
The Village of Port Jefferson reserves the right to reject any and all proposals, waive minor
informalities to the extent permitted by law, request clarification, conduct interviews or
negotiations, and select the responsible proposer whose proposal is determined to be in the best
interests of the Village, in accordance with applicable law.
Inc. Village of Port Jefferson - Request for Proposals - Village Center RFP NO. XXXX-2026 * 1
Refreshments Concessionaire

INCORPORATED VILLAGE OF PORT JEFFERSON VILLAGE CENTER REFRESHMENTS CONCESSIONAIRE
SECTION 1 - GENERAL INFORMATION
1.1 PURPOSE
The Village is soliciting proposals from qualified persons or firms to operate the refreshments
concession at the Village Center during the 2026 - 2027 Winter Season. The concession should
provide convenient, reasonably priced refreshments and courteous service while supporting the safe
and orderly operation of the facility.
1.2 DEFINITIONS
The Incorporated Village of Port Jefferson is referred to as the "Village." A person or firm submitting
a proposal is referred to as the "Proposer." The successful Proposer after award and execution of an
agreement is referred to as the "Concessionaire." The "Village Center" means the Village facility
located at 101-A East Broadway, Port Jefferson, New York 11777. The "Concession Area" means the
space designated by the Village for concession operations.
1.3 CONCESSION AREA
The Concessionaire will operate only within the space in the Village Center designated by the
Village. Each Proposer is responsible for inspecting the Concession Area, confirming available
fixtures, utilities, storage, access, dimensions and operating conditions, and identifying any
additional equipment or services it proposes to provide. The Village makes no representation
concerning sales volume, customer traffic or revenue.
1.4 SEASON AND OPERATING SCHEDULE
The anticipated term is the 2026 - 2027 Winter Season. Exact commencement and expiration dates,
days and hours of operation, and any holiday or special-event hours will be established by the
Village before execution of the agreement. The Village may reasonably adjust operating hours to
reflect programs, events, building closures, weather, emergencies or facility needs.
1.5 PROPOSAL VALIDITY
Proposals shall remain valid and may not be withdrawn for ninety (90) calendar days after the
proposal due date, unless otherwise permitted by law.
1.6 SITE INSPECTION
Each Proposer shall inspect the Village Center and satisfy itself as to the conditions affecting
concession operations. An optional pre-proposal site meeting may be held on XXXX at XX:XX X.M.
at the Village Center. Failure to inspect the site shall not relieve the selected Concessionaire from its
obligations.
1.7 QUESTIONS AND ADDENDA
Questions concerning this RFP must be submitted in writing to Sylvia Pirillo, RMC, Village Clerk, via
email at spirillo@portjeffny.gov no later than XXXX at XX:XX X.M. Any material interpretation,
clarification, correction or change will be issued by written addendum.
1.8 COST OF PROPOSAL
All costs associated with preparing and submitting a proposal are the sole responsibility of the
Proposer.
1.9 LICENSES PERMITS AND APPROVALS
The Concessionaire shall obtain and maintain, at its own expense, all licenses, permits, certificates
and approvals required for its operations, including all applicable Suffolk County Department of
Health Services approvals and food-protection certifications. Copies shall be provided to the Village
before operations begin and upon renewal.
Inc. Village of Port Jefferson - Request for Proposals - Village Center RFP NO. XXXX-2026 * 2
Refreshments Concessionaire

INCORPORATED VILLAGE OF PORT JEFFERSON VILLAGE CENTER REFRESHMENTS CONCESSIONAIRE
SECTION 2 - INSTRUCTIONS TO PROPOSERS
2.1 SUBMISSION REQUIREMENTS
Submit one (1) signed original and one (1) copy of the complete Proposal Package in a sealed
envelope. The proposal shall include, at minimum:
Completed and signed Proposal Form.
Completed Proposer Information and Qualifications Form.
Proposed menu, products, portion sizes and prices.
Description of operating plan, staffing, customer-service procedures and proposed schedule.
List of all equipment the Proposer will supply, noting that the Village will not supply any
equipment.
Copies of current licenses, permits and food-safety certifications, or a written plan and schedule
for obtaining them before operations begin.
At least three (3) references for similar food, beverage, concession or hospitality operations
completed or managed within the last five (5) years.
Financial proposal, including the proposed concession fee, revenue-sharing arrangement or other
compensation to the Village.
Written acknowledgment of the insurance and indemnification requirements.
Any exceptions, assumptions or requested modifications, clearly identified in writing.
2.2 COMPLETENESS
Failure to provide required information may render a proposal non-responsive. Any exception to the
RFP shall be clearly identified in writing by the Proposer.
2.3 WITHDRAWAL
A proposal may be withdrawn only by written request received by the Village Clerk before the
deadline for receipt of proposals. After the deadline, withdrawal shall be governed by applicable law.
2.4 EVALUATION AND AWARD
The Village intends to make a single award to the responsible Proposer whose proposal is
determined to provide the best overall value and serve the best interests of the Village. Evaluation
may include experience and qualifications; proposed menu and pricing; operating plan and staffing;
customer service; food-safety and sanitation practices; financial return to the Village; references;
completeness; and ability to meet the requested schedule. The Village is not required to select the
proposal offering the highest payment to the Village.
2.5 INTERVIEWS CLARIFICATIONS AND NEGOTIATIONS
The Village may request clarifications, supplemental information, interviews, menu samples or
negotiations with one or more Proposers. The Village may negotiate contract terms consistent with
the scope and purpose of this RFP before final award.
2.6 NO OPERATIONS BEFORE AGREEMENT AND AUTHORIZATION
The selected Proposer shall not begin operations until the agreement is fully executed; required
insurance, permits and certifications have been accepted; any required payment or security has
been received; and the Village issues written authorization to proceed.
Inc. Village of Port Jefferson - Request for Proposals - Village Center RFP NO. XXXX-2026 * 3
Refreshments Concessionaire

INCORPORATED VILLAGE OF PORT JEFFERSON VILLAGE CENTER REFRESHMENTS CONCESSIONAIRE
SECTION 3 - GENERAL TERMS AND CONDITIONS
3.1 CONTRACT DOCUMENTS
The Contract Documents shall include this RFP, all addenda, the selected Proposer's proposal, the
executed concession agreement or notice of award, approved menu and pricing, required insurance
and permits, written amendments, and other documents expressly incorporated by reference.
3.2 GOVERNING LAW
The agreement shall be governed by the laws of the State of New York. Any action arising from the
agreement shall be brought in a court of competent jurisdiction in the State of New York.
3.3 INDEPENDENT CONTRACTOR
The Concessionaire is an independent contractor and is solely responsible for the means, methods,
supervision, personnel, payroll, taxes, equipment, inventory, food preparation, service and safety of
its operations. Neither the Concessionaire nor its personnel shall be deemed Village employees.
3.4 COMPLIANCE WITH LAW
The Concessionaire and all approved subcontractors shall comply with all applicable federal, state,
county and Village laws, rules, regulations, permits, codes, health requirements, fire-safety
requirements and manufacturer instructions. Each Proposer shall certify that it is not subject to any
applicable statutory prohibition concerning entities engaged in investment activities in Iran. The
Village may reject a proposal or take other action permitted by law if the required certification is not
provided.
3.5 NONDISCRIMINATION
The Concessionaire shall not discriminate in employment or service on any basis prohibited by
applicable law and shall comply with all applicable equal-employment and accessibility
requirements.
3.6 INSURANCE
Before commencing operations and throughout the term, the Concessionaire shall procure and
maintain, at its own expense, the insurance coverages specified in this RFP. The stated limits are
minimum requirements and do not limit liability.
A New York State licensed admitted insurance carrier is preferred. Any non-licensed or non-
admitted carrier will be accepted only at the Village's discretion. The carrier shall have an A.M. Best
Rating of at least A- IX.
The Concessionaire shall provide evidence of required insurance on applicable ACORD forms,
together with required endorsements. The Certificate Holder shall be: Incorporated Village of Port
Jefferson, 121 West Broadway, Port Jefferson, NY 11777.
The Incorporated Village of Port Jefferson and its elected and appointed officials, employees, agents
and volunteers shall be included as additional insureds on General Liability, Automobile Liability and
Umbrella/Excess Liability, as applicable, on a primary and non-contributory basis to the extent
available and permitted by law.
The Concessionaire shall provide for thirty (30) days' notice of cancellation, non-renewal or material
change, to the extent such notice is available under the applicable policy and endorsement
requirements.
Inc. Village of Port Jefferson - Request for Proposals - Village Center RFP NO. XXXX-2026 * 4
Refreshments Concessionaire

INCORPORATED VILLAGE OF PORT JEFFERSON VILLAGE CENTER REFRESHMENTS CONCESSIONAIRE
3.6 INSURANCE continued
The insurance certificate Description Box shall contain substantially the following language:
"The Incorporated Village of Port Jefferson and its elected and appointed officials, employees,
agents and volunteers are included as additional insureds under Commercial General Liability,
Automobile Liability and Umbrella/Excess Liability, as applicable. Coverage is primary and non-
contributory to insurance carried by any additional insured. Waiver of Subrogation is included on
Workers' Compensation and General Liability in favor of the Additional Insureds."
The Concessionaire shall maintain Workers' Compensation, New York State Disability Benefits and
Paid Family Leave coverage as required by New York law and shall provide applicable C-105.2, SI-
12, DB-120.1 or exemption documentation.
Commercial General Liability shall be written on an occurrence basis, using ISO Form CG 00 01 or
equivalent, with limits of not less than: General Aggregate $2,000,000; Products and Completed
Operations $2,000,000; Personal and Advertising Injury $1,000,000; Each Occurrence $1,000,000;
Damage to Premises Rented to You $100,000; Medical Expense $5,000.
General Liability shall include premises and operations; products and completed operations;
contractual liability; food products liability; additional insured coverage; primary and non-
contributory coverage; and waiver of subrogation in favor of the Village, to the extent available and
permitted by law.
Automobile Liability, if any vehicle is used in connection with the concession, shall have a limit of
not less than $1,000,000 Combined Single Limit and apply to owned, hired and non-owned
automobiles, as applicable.
Umbrella or Excess Liability shall be maintained on an umbrella or follow-form basis over required
primary General Liability and Automobile Liability policies, with a minimum limit of $2,000,000.
All approved subcontractors shall maintain insurance meeting the same minimum requirements
applicable to their operations unless otherwise approved by the Village. No subcontractor may begin
work until all requirements are satisfied.
3.7 SECURITY DEPOSIT AND FINANCIAL OBLIGATIONS
The selected Concessionaire shall provide any security deposit, advance concession payment or
other security required in the final agreement. The amount and due date, if any, shall be
established before award. No bid bond, performance bond, payment bond or maintenance bond is
required unless added by written addendum.
3.8 INDEMNIFICATION
To the fullest extent permitted by law, the Concessionaire shall defend, indemnify and hold
harmless the Incorporated Village of Port Jefferson, its officers, officials, employees, agents and
volunteers from and against claims, damages, losses, liabilities, demands, actions, judgments, costs
and expenses, including reasonable attorneys' fees, arising out of or connected with the
Concessionaire's undertaking, products, food, beverages, merchandise, services, operations,
personnel, subcontractors or agents, except to the extent caused by the gross negligence or willful
misconduct of the Village.
Inc. Village of Port Jefferson - Request for Proposals - Village Center RFP NO. XXXX-2026 * 5
Refreshments Concessionaire

INCORPORATED VILLAGE OF PORT JEFFERSON VILLAGE CENTER REFRESHMENTS CONCESSIONAIRE
3.9 ASSIGNMENT AND SUBCONTRACTING
The Concessionaire shall not assign the agreement or subcontract any material portion of the
concession without prior written Village approval. Approval does not relieve the Concessionaire of
responsibility for performance.
3.10 PROTECTION OF THE PUBLIC
The Concessionaire shall operate in a manner that protects Village Center patrons, employees and
property. Service areas, cords, equipment, deliveries and lines shall be arranged to avoid unsafe
conditions and obstruction of exits, corridors or accessibility routes.
3.11 CLEANLINESS AND SANITATION
The Concession Area, equipment, service counters, storage and surrounding areas shall be kept
clean, sanitary, orderly and free of pests. The Concessionaire shall remove concession-generated
trash and recyclables as directed by the Village and comply with all health department
requirements.
3.12 DAMAGE TO PROPERTY
The Concessionaire shall protect the Village Center and all Village property. Damage caused by the
Concessionaire, its employees, invitees, suppliers or subcontractors shall be promptly repaired or
replaced at the Concessionaire's expense and to the Village's satisfaction.
3.13 CHANGES
No change in scope, compensation, term or material operating requirements shall be valid unless
authorized in writing by the Village.
3.14 PAYMENTS RECORDS AND AUDIT
The Concessionaire shall make all required payments to the Village when due. If compensation is
based in whole or in part on sales, the Concessionaire shall maintain complete and accurate sales
records, point-of-sale reports and supporting documentation, provide periodic reports in the form
required by the Village, and permit the Village to inspect relevant records upon reasonable notice.
Unless otherwise stated in the agreement, records shall be retained for six (6) years after the close
of the applicable fiscal year.
3.15 TERMINATION
The Village may terminate the agreement at any time for material breach, health or safety
violations, failure to maintain insurance or permits, failure to pay amounts due, abandonment,
repeated failure to maintain required hours or service, or other default, after any notice and cure
opportunity stated in the agreement. The Village may also reserve a right to terminate for
convenience upon written notice.
3.16 NO GUARANTEE EXCLUSIVITY OR RELOCATION
The Village does not guarantee attendance, sales, revenue, exclusivity, a minimum number of
operating days, or uninterrupted access to the Concession Area. The Village may close, relocate or
restrict operations for emergencies, maintenance, programs, public events or other municipal
purposes.
3.17 TAXES AND EMPLOYEES
The Concessionaire is solely responsible for all sales taxes, payroll taxes, wages, benefits and other
obligations arising from its business and personnel. All personnel shall be properly trained,
supervised and legally authorized to perform their assigned duties.
Inc. Village of Port Jefferson - Request for Proposals - Village Center RFP NO. XXXX-2026 * 6
Refreshments Concessionaire

INCORPORATED VILLAGE OF PORT JEFFERSON VILLAGE CENTER REFRESHMENTS CONCESSIONAIRE
SECTION 4 - SCOPE OF SERVICES AND OPERATING REQUIREMENTS
4.1 GENERAL SCOPE
The Concessionaire shall furnish all management, labor, supervision, food, beverages, supplies,
utensils, smallwares, approved equipment, transportation, point-of-sale capability, licenses,
cleaning and incidentals necessary to operate the Village Center refreshments concession during the
2026 - 2027 Winter Season.
4.2 FACILITY REVIEW AND INVENTORY
Before proposing, the Proposer shall inspect the designated space and identify the Village-owned
fixtures it requests permission to use. The selected Concessionaire shall participate in an opening
and closing inventory and condition review. Village property may not be removed or altered without
written approval.
4.3 MENU AND PRODUCTS
The proposal shall provide a clear menu with portion sizes and prices. Offerings should be suitable
for Village Center patrons and may include hot and cold non-alcoholic beverages, packaged snacks,
baked goods, prepared foods and other approved refreshments. The Village may require reasonably
healthy, allergy-aware or family-friendly options. Tobacco, vaping products, cannabis products and
any unlawful item are prohibited. Alcohol is prohibited unless separately authorized in writing and
lawfully licensed.
4.4 PRICING
Prices shall be reasonable and clearly posted. The proposed menu and initial pricing are subject to
Village approval. No material change in product selection, portion size or price may be made without
prior written Village approval.
4.5 OPERATING HOURS AND STAFFING
The Concessionaire shall operate during the days and hours established by the Village and shall
provide adequate trained staffing for expected activity. The concession shall open on time, remain
staffed during required hours, and close in an orderly manner. The Concessionaire shall notify the
Village promptly of any emergency affecting operations.
4.6 CUSTOMER SERVICE
Personnel shall be courteous, neat, identifiable, and responsive to patrons and Village staff. The
Concessionaire shall maintain a telephone and email contact for an authorized manager and
promptly address service complaints.
4.7 FOOD SAFETY AND HEALTH COMPLIANCE
All food shall be obtained, stored, prepared, displayed and served in compliance with applicable law
and health-department requirements. The Concessionaire shall maintain required temperatures,
prevent cross-contamination, manage allergens responsibly, follow handwashing and sanitation
procedures, and cooperate with inspections. Required permits and certificates shall be displayed or
available at the site.
Inc. Village of Port Jefferson - Request for Proposals - Village Center RFP NO. XXXX-2026 * 7
Refreshments Concessionaire

INCORPORATED VILLAGE OF PORT JEFFERSON VILLAGE CENTER REFRESHMENTS CONCESSIONAIRE
4.8 EQUIPMENT UTILITIES AND ALTERATIONS
Only equipment approved by the Village may be used. No permanent alteration, signage
attachment, wiring, plumbing or utility connection may be made without prior written approval. The
Concessionaire is responsible for approved equipment maintenance and safe use.
4.9 POINT OF SALE CASH HANDLING AND RECEIPTS
The Concessionaire shall provide a reliable point-of-sale and cash-handling process, maintain
accurate daily sales records, safeguard all funds and provide receipts upon request. The Village is
not responsible for cash, inventory, credit-card processing, chargebacks, theft or losses associated
with concession operations.
4.10 DELIVERIES STORAGE AND ACCESS
Deliveries shall be coordinated to avoid interference with Village Center programs and public access.
Inventory shall be stored only in approved locations and in accordance with food-safety and fire-
code requirements. Village keys or access credentials, if issued, may not be duplicated or shared
and shall be returned upon demand or at the end of the term.
4.11 SIGNAGE ADVERTISING AND BRANDING
All signs, menus, displays, advertising and branded materials at the Village Center are subject to
prior Village approval. No representation may imply that the Concessionaire is an employee,
department or official agent of the Village.
4.12 WASTE RECYCLING AND GREASE
The Concessionaire shall minimize waste, use designated waste and recycling receptacles, remove
concession-generated waste as directed, and lawfully dispose of cooking oil, grease and food waste.
No grease, oil, food solids or chemicals may be discharged into Village drains except as lawfully
permitted.
4.13 OPENING AND CLOSEOUT
Before opening, the Concessionaire shall complete an orientation and provide approved permits,
insurance, contacts, menu, prices and equipment list. At closeout, the Concessionaire shall remove
its inventory and approved equipment, clean the Concession Area, return keys, repair damage, pay
all amounts due and leave Village property in good condition, ordinary wear excepted.
4.14 PERFORMANCE REVIEW
The Village may periodically review hours, service, pricing, cleanliness, product quality, patron
feedback, reporting and compliance. The Concessionaire shall promptly correct deficiencies
identified by the Village.
Inc. Village of Port Jefferson - Request for Proposals - Village Center RFP NO. XXXX-2026 * 8
Refreshments Concessionaire

INCORPORATED VILLAGE OF PORT JEFFERSON VILLAGE CENTER REFRESHMENTS CONCESSIONAIRE
SECTION 5 - PROPOSAL FORM
The undersigned Proposer offers to provide all management, labor, supervision, refreshments,
supplies, approved equipment, transportation, permits, insurance, overhead and other items
necessary to operate the Village Center refreshments concession in accordance with the RFP and the
financial terms stated below.
ITE
DESCRIPTION PROPOSER RESPONSE
M
Proposed concession fee payable to the Village for the full
1 $
season
Proposed percentage of gross sales payable to the Village, if
2 %
any
3 Proposed minimum guaranteed payment, if any $
4 Proposed payment schedule
5 Other proposed financial consideration or requested terms
The Village may negotiate the final compensation structure. If the proposal includes both a fixed fee
and a percentage, state clearly whether both apply or whether they are alternatives.
5.1 PROPOSER CERTIFICATION
By signing below, the Proposer certifies that it has examined the RFP and site conditions; its
proposal includes all costs necessary to perform the services; it will comply with applicable law and
all permit, health, tax and insurance requirements; the information submitted is true and complete;
and it will enter into the Village's agreement if selected.
Proposer Name ___________________________________________________________
Address _________________________________________________________________
City State Zip __________________________________________________________
Telephone and Email _____________________________________________________
Authorized Representative _______________________________________________
Title ___________________________________________________________________
Signature and Date ______________________________________________________
Inc. Village of Port Jefferson - Request for Proposals - Village Center RFP NO. XXXX-2026 * 9
Refreshments Concessionaire

INCORPORATED VILLAGE OF PORT JEFFERSON VILLAGE CENTER REFRESHMENTS CONCESSIONAIRE
SECTION 6 - PROPOSER INFORMATION AND QUALIFICATIONS
Legal name of business __________________________________________________
Business or DBA name ____________________________________________________
Years in business _______________________________________________________
Business structure ______________________________________________________
Number of employees _____________________________________________________
Primary contact _________________________________________________________
Telephone and Email _____________________________________________________
Food service permit numbers _____________________________________________
Food protection certification ___________________________________________
Other required licenses _________________________________________________
Has the Proposer ever failed to complete or been terminated from a concession, food-
service or municipal contract? YES / NO. If yes, explain:
_______________________________________________________________________________
__________________________
_______________________________________________________________________________
__________________________
Has the Proposer or any principal been debarred, suspended, or declared ineligible by a
governmental agency? YES / NO. If yes, explain:
_______________________________________________________________________________
__________________________
_______________________________________________________________________________
__________________________
Inc. Village of Port Jefferson - Request for Proposals - Village Center RFP NO. XXXX-2026 * 10
Refreshments Concessionaire