RFP 26-04 Farmers Market Operator

City of Atlantic Beach
REQUEST FOR PROPOSALS 26-04
Farmers Market Operator
RFP DUE DATE: APRIL 15, 2026
800 Seminole Road
Atlantic Beach, FL 32233

City of Atlantic Beach RFP No. 26-04
The City of Atlantic Beach, Florida invites qualified respondents to submit proposals for the following opportunity:
Farmers Market Operator
The City intends to award a contract to an individual or firm to provide services necessary for the
project (the "Project") described herein.
The City of Atlantic Beach, Florida (the "City") will receive proposals in person at City Hall until
2:45 p.m. (local), on Wednesday, April 15, 2026 and will be addressed and delivered as shown below:
The City's contact information for this RFP is:
Procurement Office
800 Seminole Road
Atlantic Beach, FL 32233
Telephone: (904) 247-5800
Email: pdrake@coab.us
This RFP is posted to the City's site at www.coab.us/bids or by contacting the Procurement Office at
pdrake@coab.us or 904-247-5880. See Part II, Section H of the RFP for information regarding submitting a
proposal.
The City reserves the right to reject proposals with or without cause and for any reason, to waive any
irregularities or informalities, and to solicit and re-advertise other proposals. Incomplete or non-
responsive proposals may be rejected by the City as non-responsive or irregular. The City reserves the right
to reject any proposal for any reason, including, but without limitation, if the proposer fails to submit any
required documentation, if the proposer is in arrears or in default upon any debt or contract to the City or
has failed to fulfill faithfully any previous contract with the City or with other governmental jurisdictions.
All information required by this RFP must be supplied to constitute a proposal.

Table of Contents
Part I Statement of Work 1
A Objective 1
B General Information 1
C Scope of Work 3
D Submission Guidelines 4
E Rules of Operation 6
F Insurance and Licenses 6
Part II General Information 8
A Definitions 8
B Contract Award / Term 8
C Proposal Costs 8
D Inquiries 9
E Delays 9
F Pre-proposal Meeting 9
G Proposal Submission 9
H Proposal Format 10
I Experience 11
J Approach to Providing Services 11
K Compensation 11
L Conflict of Interest 11
M Additional Information 11
N Proposal - Procedural Information 11
O Public Records 13
P Irregularities; Rejection of Proposals 14
Q Evaluation Method and Criteria 14
R RFP Solicitation & Selection Schedule 15
S Representations and Warranties 16
T Indemnification 17
Part III - Forms and Exhibits
RFP Form A. Qualifications Statement 1
RFP Form B. Reference Form 3
RFP Form C. Price Proposal Form 4
RFP Form D. Proposer's Certification 5
Exhibit A. Market Conditions for Farmers Market Approval 7
Exhibit B. Goods & Pricing 10
Exhibit C. Site Plan 11

Farmers Market Operator
City of Atlantic Beach, FL RFP No. 26-04
Part I - Statement of Work
PART I - STATEMENT OF WORK
A. OBJECTIVE
The City of Atlantic Beach is seeking proposals from qualified vendors to manage and operate a Farmers
Market in complete and strict accordance with specifications in the Request for Proposals. While the
Farmer's Market currently operates Sundays from 10 a.m. to 2 p.m. at Jack Russell Park, 800 Seminole
Road, Atlantic Beach, Florida, the City encourages proposals to consider alternative times, days and
locations in Atlantic Beach, as well.
The City will only consider proposals that provide for the continued management and operation of the
Farmers Market primarily as a public market which provides the organization and facilities that connect
communities to local farmers, producers, and nutritious, locally grown and artisanal food while fostering
a vibrant gathering space for all residents.
Additional objectives of the Farmers Market include:
* Connection with a City of Atlantic Beach partner who will uphold the character and charm of Atlantic
Beach by maintaining the highest level of professionalism and attention to detail in serving our
community.
* Provide a low-barrier entry point for farmers and others who offer locally grown produce and
artisanal foods.
* Bridge the gap between rural production and urban consumption.
* Promote a more sustainable food system by shortening the supply chain.
* Build "community" by functioning as a "third space" - a social hub that isn't home or work.
Proposers must demonstrate qualifications, experience and/or capability in the organization, operation,
and marketing of farmers markets plus any other related activities that are involved with operating a
Farmers Market. The City will favor proposals that contribute to the vibrancy of the City.
The City expects the operator to work independently; however, the City will maintain a level of oversight
in event activities. The City reserves the right to have input on the overall strategy and may assist in
outreach to stakeholders to help events succeed.
B. GENERAL INFORMATION
The City of Atlantic Beach is (est. pop. 13,513) operates with the mission, "The place to be - through
exceptional public services." Our community has a strong sense of belonging and safety. Our citizens and
government care deeply about community character, and we understand that unified support is required
to preserve it. We are graced with the functional beauty of our beach, our marsh, and our tree canopy.
Our shady streets and multi-use paths connect our welcoming neighborhoods and vibrant local
businesses. Our city supports our diverse, multigenerational, socially linked community with green spaces,
active lifestyles, parks, and programming. Nestled between the Atlantic Ocean (to the east), the
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Farmers Market Operator
City of Atlantic Beach, FL RFP No. 26-04
Part I - Statement of Work
Intracoastal Waterway (to the west) and Hanna Park (to the north), Atlantic Beach is considered by many
to be the most desirable place to live in Northeast Florida.
A Glimpse into History and Government
Atlantic Beach's modern history traces back to the late 1800s when railroad magnate Henry Flagler
developed the area as a small seaside community and a luxury resort destination with the construction of
the Continental Hotel. The community officially incorporated as a town in December 1925, elected its first
City Commission in August 1926, and adopted a new charter in 1957, formally establishing it as a city.
Along with Neptune Beach and Jacksonville Beach, Atlantic Beach maintained its own municipal
government when the majority of Duval County consolidated with the City of Jacksonville in 1968,
allowing it to preserve its independent identity and character.
The City of Atlantic Beach operates under a non-partisan Commissioner-Manager form of government.
The legislative and policy-making authority rests with a five-member City Commission, which includes a
Mayor and four Commissioners. These members are elected by residents on a staggered-term basis. The
Commission appoints a City Manager who serves as the chief administrative officer, responsible for
executing the policies set by the Commission, overseeing city departments, and preparing the annual
budget.
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Farmers Market Operator
City of Atlantic Beach, FL RFP No. 26-04
Part I - Statement of Work
The City shall award a Contract for the operation of the Farmers Market ("Market") for a period of
three (3) years with two (2) two-year renewal options. The following general information is provided
to assist in drafting your response to the RFP. More detailed information is provided as Exhibit E.
1. The City will consider proposals for any times, days and locations in Atlantic Beach.
2. Public restrooms are available within the park.
3. Vendors may begin setting up no earlier than two hours before the market opens and the area must be
vacated and cleaned up within one hour after the market closes. Except as explicitly approved by the
City (e.g. food trucks and some trailers), vendors are prohibited from parking vehicles in the Jack Russell
Park/City Hall parking lot.
4. Vendor capacity may be limited depending on the park chosen. For example, Jack Russell Park can
accommodate up to 40 vendors. Electric service is limited and cannot be provided to all vendors;
vendors with perishable goods will be prioritized.
5. Vendors shall set up in defined areas. Each vendor space is approximately 10' x 10'. Locations can be
modified by the city if excessive wear and tear to the grounds is observed or for other environmental
reasons.
6. One vendor space shall be reserved for the City of Atlantic Beach and the City may also reserve one
vendor space at no charge for City non-profits.
7. The Fire Marshal must approve the use of any generators. Approval will require having a certified,
working fire extinguisher at their site.
8. The City will advertise the event on the City's communications platforms. Signage must be approved by
the City.
C. SCOPE OF WORK
1. Responsibilities of the Market Operator will include but not be limited to:
* Onsite management the day of the Market
* Acquisition and management of diverse, high-quality vendors to be scheduled at the Market
* Scheduling of vendors
* Site plan creation designating vendor location
* Providing technical support for all events
* Cleaning of the event area at the conclusion of the event
* Maintenance of all event components including but not limited to canopy structures, existing park
facilities, and utilities.
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Farmers Market Operator
City of Atlantic Beach, FL RFP No. 26-04
Part I - Statement of Work
2. The Market Operator shall be entirely responsible for the acts and activities of all persons engaged as
vendors or salesmen. Market employees and vendors shall always be polite and courteous with
patrons.
3. The Market Operator shall train and closely supervise their employees and advise vendors so that they
are aware of, and practice, the high standards of the City and act in strict conformance with all
applicable laws, rules, and City regulations.
4. The Market Operator's contact information must be shared with the City, as the point of contact
for the day of the Market.
5. The Proposer will meet all applicable fire and health codes for any on-site cooking or food preparation.
6. The Market Operator shall clean the area and remove the trash after each event.
7. The Proposer assumes responsibility of all marketing and activity above and beyond what the City posts
on the City pages.
D. SUBMISSION GUIDELINES
By carefully considering these factors, the City of Atlantic Beach Farmer's Market will be a valuable
community asset that benefit residents and local food producers, alike.
1. Park Suitability & Impact:
* Park Size & Layout:
o Is the park large enough to accommodate the market without disrupting regular park use?
o Does the park layout (paths, open spaces) allow for efficient market setup and visitor flow?
* Environmental Impact and Sustainability:
o Will the market impact existing vegetation, wildlife, or sensitive ecosystems within the park?
o Consider potential for soil compaction, litter, and increased foot traffic on delicate areas.
o Provide a Sustainability Action Plan that defines specific, measurable goals for waste diversion. This
plan should emphasize the elimination of non-recyclable materials and outline how the operator will
educate both vendors and patrons on the market's environmental standards.
* Park Use Compatibility:
o How will the market impact existing park users (dog walkers, children, sports teams)?
o Will it create noise, traffic congestion, or conflicts with other park activities? How will "low impact"
entertainment like acoustic music be incorporated into the market.
2. Market Operations & Regulations:
* Vendor Selection & Regulations:
o Prioritize local farmers and food producers: Ensure the market supports local agriculture and the
local economy.
o Establish clear vendor guidelines:
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Farmers Market Operator
City of Atlantic Beach, FL RFP No. 26-04
Part I - Statement of Work
Product quality standards (freshness, safety)
Acceptable product categories (focus on local produce, value-added products, potentially
some artisan goods)
Prohibited items (mass-produced goods, resale of non-locally sourced items)
* Vendor Fee Structure
o Outline the proposed vendor fee structure. Address how this pricing model ensures a "low-barrier"
entry point for local farmers and other vendors and prevents the market from becoming cost-
prohibitive for small-scale participants.
* Market Location, Hours & Days:
o Determine optimal days, times and location(s) for the market based on park usage, community
needs, and vendor availability.
o Consider seasonal adjustments to market hours.
* Market Layout & Infrastructure:
o Plan a clear and safe layout for vendor booths, customer walkways, and potential food preparation
areas.
o Consider necessary infrastructure (electricity, water access, restrooms, waste disposal).
* Safety & Security:
o Develop a plan for crowd control, traffic management, and emergency response.
o Ensure adequate security measures to prevent theft and maintain a safe environment.
3. Community Engagement & Benefits:
* Community Input:
o Gather input from residents, businesses, and community organizations.
o Address any concerns or objections raised by the community.
* Community Benefits:
o Increased access to fresh, local food: Promote healthy eating habits and support local food systems.
o Economic benefits: Support local farmers and businesses, generate economic activity in the
surrounding area.
o Community building: Create a social gathering space and enhance the vibrancy of the park and
surrounding neighborhood.
4. Legal & Permitting Requirements:
* Obtain necessary permits and approvals:
o Potential health and safety permits (food handling, sanitation)
* Insurance and liability:
o Ensure adequate insurance coverage for the City and the market organizers.
* Accessibility:
o Ensure the market is accessible to people with disabilities (ADA compliance).
5. Ongoing Management & Evaluation:
* Market Operator:
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Farmers Market Operator
City of Atlantic Beach, FL RFP No. 26-04
Part I - Statement of Work
o Appoint a Market Operator to oversee daily operations, vendor relations, and ensure compliance
with regulations.
* Regular Monitoring & Evaluation:
o Monitor market performance, gather feedback from vendors and customers, and assess the
market's impact on the park and the community.
E. RULES OF OPERATION
Each Proposer shall adhere to the requirements outlined in the attached Market Guidelines (Exhibit E).
F. INSURANCE AND LICENSES
1. The successful Proposer shall maintain in full force and effect throughout the contract: (a) insurance
coverage satisfactory to the City and (b) any required licenses.
INSURANCE REQUIREMENTS: The Market Operator shall procure and maintain during the term of
the continuing contract, insurance of the types and in the minimum amounts stated below.
Coverages Schedule Minimums
A. Workers' Compensation $100,000 - each accident
Florida
Statutory Coverage and $100,000 - each employee
Employer's Liability (including $500,000 - policy limit for disease
Appropriate Federal Acts)
B. Comprehensive General $1,000,000 - bodily injury each
Liability occurrence
$1,000,000 - bodily injury aggregate
$1,000,000 - property damage each
occurrence
$1,000,000 - property damage aggregate
C. Products - Completed $1,000,000 - aggregate
Operations
D. Business Auto Liability Same as Comprehensive General Liability
(All autos - owned, hired or
used)
E. Professional Liability Same as Comprehensive General Liability
F. Excess or Umbrella Optional
Liability
Insurance shall be written by an insurer holding a current certificate of authority pursuant to Chapter
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Farmers Market Operator
City of Atlantic Beach, FL RFP No. 26-04
Part I - Statement of Work
624, Florida Statutes. Prior to commencing any work on the continuing contract, certificates of
insurance approved by the City, evidencing the maintenance of said insurance shall be furnished to
the City's construction project manager. The certificates shall provide that no material alteration or
cancellation, including expiration and non-renewal, shall be effective until thirty (30) days after receipt
of written notice by the City. All coverages, except Workers' Compensation and Professional
Liability, shall name the City as "additional insured."
Receipt of certificates or other documents of insurance or policies or copies of policies by the City, or by any of its
representatives, which indicate less coverage than required will not constitute a waiver of the successful
respondent(s)' obligation to fulfill the insurance requirements herein.
END OF PART I
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