Project Information

Bid Title

2026 San Mateo Public Library Cafe RFP

Issuing Agency

City of San Mateo

Location

California

Published Date

Feb 27, 2026

Closing Date

Mar 27, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Bid Title:	2026 San Mateo Public Library Cafe RFP
Category:	ALL OPEN RFPs
Status:	Open

Description: The City of San Mateo solicits proposals for a private or non-profit vendor to operate a Café located in the San Mateo Public Library. Publication Date/Time: 2/27/2026 2:00 PM Closing Date/Time: 3/27/2026 5:00 PM Pre-bid Meeting: 03/19/2026 at 3:00 PM Contact Person: Thomas McMahon, Deputy City Librarian tmcmahon@cityofsanmateo.org Related Documents: 2026 San Mateo Public Library Cafe RFP

Attachment Preview

San Mateo Public Library

CAFÉ OPERATION

REQUEST FOR PROPOSAL

2/27/2026

Pre-Bid Meeting and Tour

Thursday, 3/19/2026 - 3:00 PM

PROPOSALS DUE: Friday, 3/27/2026 - 5:00 PM

REQUEST FOR PROPOSAL

San Mateo Public Library

Café

Table of Contents

Section I: General Information

Section II: Background

Section III: Café Vendor’s Concept and General Scope of Work

Section IV: Library Hours and Usage Patterns

Section V: Administrative Requirements

A. Naming the Café

B. Food and Drink in the Library

C. Menu and Pricing

D. Business Terms

E. Operating Standards

F. Special Conditions

Section VI: Pre-Bid Meeting and Facility Tour

Section VII: Vendors Written Proposal Content

Section VIII: Evaluation/Selection Procedures

Section IX: Technical Assistance/Clarification

Exhibit “A”: San Mateo Public Library Café Architectural Drawing - Floor Plan

Overview (SK1)

Exhibit “B”: Application Form

San Mateo Public Library

Café

REQUEST FOR PROPOSAL

Request for Proposal: San Mateo Public Library Café

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SECTION I: GENERAL INFORMATION

The City of San Mateo solicits proposals for a private or non-profit vendor to operate a Café located in

the San Mateo Public Library.

The San Mateo Library opened in a new building in August 2006. The library has been tremendously

successful and is visited by over 40,000 customers each month. There is a Café on the Third Floor

which provides coffee, other drinks, pre-packaged foods and fresh foods. Seating is available indoors

and in an outdoor patio with a lovely tree vista. Catering for groups using the library’s meeting rooms

may also be included in the contract. There is a small commissary room in addition to the Café space.

For the purposes of this proposal, the successful vendor should plan to be fully operational by

September, 7, 2026.

Minimum Requirements

In order to be considered for this lease, Vendors must meet the following minimum requirements.

Proposals received from vendors who do not meet these requirements may be disqualified. While

obtaining the lease on the Café does not grant the successful Vendor exclusivity in offering catering in

the Library, the lease will grant exclusive concessions for a regular Café on the premises. If the Vendor

chooses to provide catering, the Library will propose the Vendor for catering to all meeting room users.

1. Vendors shall have two or more years of continuous recent experience in the ownership,

management, or operation of one or more specialty coffee facilities or Cafés.

2. Vendors rent shall be based on 10% of gross sales when gross sales exceed $10,000 for the month.

In months the vendor does not reach the proposed gross, there will be no rent payment due.

3. Vendors shall be qualified to sign a Commercial Property Lease Agreement between the Vendor

and the City of San Mateo. The Lease Agreement will be distributed at the pre-bid meeting on

Thursday, 3/19/2026 at 3:00 pm. (See Section VI.)

Vendor Proposal Process

The process for selecting a Vendor includes the following steps:

1. Candidates attend the pre-bid meeting and facility tour (See Section VI.)

2. Candidates prepare a written proposal. (See Section VII.)

3. City conducts site visits to current operations.

4. City Selection Committee reviews proposals.

5. City selects Vendor.

Request for Proposal: San Mateo Public Library Café

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Submission of Proposals

Proposals should be submitted to:

San Mateo Public Library (Main Library)

55 W. Third Avenue

San Mateo, CA 94403

Attn: Thomas McMahon

Deputy City Librarian

Proposal must be submitted in a sealed envelope. All proposals must be received no later than 5:00

pm on Friday, 3/27/2026. Those received after this deadline will be considered late and will be

returned to the sender unopened.

Cost of Preparation of Response

Costs incurred by any agency in the preparation of their response to this RFP are the responsibility of

the responding agency and will not be reimbursed by the City.

Cancellation

The City reserves the right to cancel award of the lease any time before execution of the lease by both

parties if cancellation is deemed to be in the City’s best interest. In no event shall the City have any

liability for the cancellation of award. The Vendor assumes the sole risk and responsibility for all

expenses connected with the preparation of its proposal.

Assignment

Neither the resultant lease nor any of the requirements, rights, or privileges demanded by it may be

sold, assigned, contracted, or transferred by the Vendor without the express written consent of the

City.

Non-Discrimination in Employment

The successful Vendors must comply with all provisions of state and federal law that prohibit

discrimination in employment.

Americans with Disabilities Act

Vendor must comply with all applicable requirements of federal and state civil rights law and

rehabilitation statutes.

Recyclable Products

Request for Proposal: San Mateo Public Library Café

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Vendor shall use recyclable and compostable products in the performance of the lease work set forth

in this document.

Clarification of Responses

The City of San Mateo or its agent reserves the right to obtain clarification of any point in a firm's

proposal or to obtain additional information necessary to properly evaluate a particular proposal.

Failure of a Vendor to respond to such a request for additional information or clarification MAY result

in rejection of that firm's proposal.

Publicity

Any publicity giving reference to this project, whether in the form of press releases, brochures,

photographic coverage, or verbal announcement, shall be only with the general or specific approval of

the City.

SECTION II: BACKGROUND

San Mateo Public Library

With a main library and two branch libraries, the San Mateo Public Library has provided information

and lifelong learning opportunities to the San Mateo community and all of San Mateo County through

a joint services agreement with the Peninsula Library System. The Main Library circulates over one

million items a year. Please visit the Library’s website (smplibrary.org) for additional information.

San Mateo Main Library

San Mateo’s Main Library opened in 2006, replacing a smaller building at the same location. At 90,000

square feet, the new facility is a LEED Gold certified green building with two and a half levels of

underground parking. Over half the funding for the project was provided by a $35 million bond

measure passed by San Mateo voters in 1999, demonstrating San Mateo citizens’ long-standing

commitment to supporting quality library services and programs.

The Library is located in downtown San Mateo at 55 West Third Avenue, in the block that transitions

from the commercial downtown to an affluent residential area. The Library is one of the finest, state-

of-the-art libraries on the Peninsula and includes many highly specialized collections and features.

People visiting libraries today seek—and expect to find—not only the latest in technology, information,

instruction, and materials, but also a place to read, relax, refresh, and take refuge from the world

outside. The Café in the San Mateo Library serves to create this atmosphere and make the library a

special destination.

Request for Proposal: San Mateo Public Library Café

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