Project Information

Bid Title

Pavilion Plus Program Vending Request for Proposals

Issuing Agency

City of Missoula

Location

Montana

Published Date

Mar 4, 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:	Pavilion Plus Program Vending Request for Proposals
Category:	Request for Proposals (RFPs)
Status:	Open

Description: The City of Missoula Park and Recreation is seeking Concession Operators for Fort Missoula Regional Park as part of their Pavilion Plus Program. Pavilion Plus Program is designed to serve tournaments and events hosted at Fort Missoula Regional Park. Address: 2725 CCC Road, Missoula, MT 59804 Pavilion Plus Program offers a limited number of vendors the opportunity to provide services during large tournaments that are hosted at Fort Missoula Regional Park. Starting during the 2025 Pavilion Plus Program, we have 3 of the 6 vending contracts up for renewal contract status. The successful vendors will be awarded a one-year contract with a mutual option that can be renewed for 1 additional year. Most events and tournaments are multiday events and will require that vendors be committed to all days and all events. Current events that have the Pavilion Plus opportunities: Maggot Fest (Rugby approx. 3,000 participants) May 16–17, 2026 Intermountain Champions Cup (Soccer approx. 4,000 participants) June 13–14, 2026 Zootown Cup Youth Soccer Tournament (approx. 2,000 participants) September 19–20, 2026 See complete description and Application Form: https://www.ci.missoula.mt.us/DocumentCenter/View/80476/RFP-2026-Pavilion-Plus-Program Publication Date/Time: 3/4/2026 12:00 AM Publication Information: Missoulian Mar. 7, 14 and 21 Closing Date/Time: 3/27/2026 4:00 PM Submittal Information: Application form must be mailed or delivered in person, as detailed below Contact Person: Danielle Beaudin at beaudind@ci.missoula.mt.us Special Requirements: See complete description, Application Form, and submittal instructions: https://www.ci.missoula.mt.us/DocumentCenter/View/80476/RFP-2026-Pavilion-Plus-Progra Related Documents: RFP 2026 Pavilion Plus Program

Attachment Preview

PAVILION PLUS PROGRAM VENDING REQUEST FOR

The City of Missoula Park and Recreation is seeking Concession Operators for Fort Missoula Regional Park as part

of their Pavilion Plus Program. Pavilion Plus Program is designed to serve tournaments and events hosted at Fort

Missoula Regional Park. Address: 2725 CCC Road, Missoula, MT 59804

Pavilion Plus Program offers a limited number of vendors the opportunity to provide services during large

tournaments that are hosted at Fort Missoula Regional Park. Starting during the 2025 Pavilion Plus Program, we

have 3 of the 6 vending contracts up for renewal contract status. The successful vendors will be awarded a one-

year contract with a mutual option that can be renewed for 1 additional year.

Most events and tournaments are multiday events and will require that vendors be committed to all days and all

events. Current events that have the Pavilion Plus opportunities:

Maggot Fest (Rugby approx. 3,000 participants)

May 16–17, 2026

Intermountain Champions Cup (Soccer approx. 4,000 participants) June 13–14, 2026

Zootown Cup Youth Soccer Tournament (approx. 2,000 participants) September 19–20, 2026

PLUS, First Right of Refusal for Any Additional Events to be Planned.

Concession vendors will be required to provide their own mobile food/beverage or novelty cart. Each vendor

must clearly identify their successful experience of mobile concession operation and food safety practices.

Requirements and priorities are outlined in the attached request for proposals.

Vendors selected will provide a variety of services/products to consumers. Highest scoring (see Scoring on page

2) vendors will be awarded the contract, except if there is a duplicate service being supplied. For example, we

want to provide a variety of food; therefore, we will not select similar food vendors. If we have a BBQ

establishment under contract and request for proposal generates the highest score for another BBQ

establishment, we will look at the next highest score that provides a different food variety.

Evaluating the proposals will be scored by a panel of two staff representing Missoula Park and Recreation.

PROPOSAL REQUREMENTS

1. Complete, sign and submit all RFP information requested by the Department. RFP should include Pavilion

Plus Application and all additional attachments required by the application. Incomplete proposals,

electronically transmitted proposals, and non-responsive proposals cannot be evaluated and will be

disqualified.

2. RFP Submittal must be signed by an official who is legally authorized to bind the organization or business

to a legal agreement.

3. If clarification of RFP is required, submit questions to Danielle Beaudin, beaudind@ci.missoula.mt.us.

4. Missoula Parks and Recreation reserves the right to reject any and all proposals, to waive irregularities in

any proposals, to request additional information from any proposer, and to make the final decision in

selecting the proposal(s) that best serves the interest of the City of Missoula and the public.

5. All RFP Submittals become the property of the Missoula Parks and Recreation Department.

6. If dropping off in person, clearly mark the exterior of the RFP package: FMRP PAVILION PLUS

CONCESSION RFP.

7. All proposals (2 copies) must be sealed in an opaque envelope or appropriate packing and addressed to:

City of Missoula – Parks and Recreation

ATTN: FMRP Pavilion Plus Program

600 Cregg Ln

Missoula, MT 59801

DEADLINE: All proposals, including mailed submittals, must be received no later than Friday,

March 27, 2026, at 4:00 PM.

Pavilion Plus Schedule and Timeline

The proposed schedule for the submitting, reviewing and scoring of the Pavilion Plus submittals and final selection

of recommended vendor is as follows:

1) March 4, 2026 - Vendor Applications are available

2) March 27, 2026 - Vendor Applications are due by 4:00PM

3) March 30-April 1, 2026 - Review and Scoring of all Vendor Applications Received completed.

4) April 3, 2026 - Selection announced and vending contracts to be awarded.

Scoring—Each Vendor Application will be scored on the following matrix.

50 points Max:

Cash Sponsorship commitment during the contract period, with a minimum premium per

date to be $255.25 per day—which includes the $71.25 per day concession permit fee.

Higher the per-day sponsorship commitment will generate higher points.

20 points Max:

Professional Qualifications, such as Conducting Business in Missoula year-round, menu,

unique dining experiences, and demonstrate record of compliance with Missoula Park

regulations governing concessions and vending in parks.

20 points Max:

Current practices that will comply with the Missoula Park and Rec “Zero Waste Policy in

Parks.” This includes using only compostable dining ware and utensils, or those materials

made from recycled content. Reducing or eliminating single-use plastic beverage

containers and encourage reusable beverage containers.

10 points Max:

Documented history of annual contributions to the Parks and Recreation Scholarship

Fund or similar donations to charitable organizations that support Missoula youth.

Contributions must be other than the amount provided to Park and Recreations

Department under contractual obligation. (5 points per year for up to 10 points.)

PAVILION PLUS —PROPOSERS RESPONSIBILTIES

The successful Vendor will assume responsibility for expenses related to the following.

1. The maintenance and repair of all equipment furnished by the Proposer, including any adaptors needed to

hook up to the power supply at the assigned vending site.

2. The risks of loss or damage to the Vendors inventory and/or equipment from the premises provided for

the vending service operation. This includes all risks of loss of monies collected, inventory pilferage, theft,

and robbery.

3. Neither the contract nor any of the requirements, rights, or privileges demanded by it may be sold,

assigned, contracted, or transferred by the successful Proposer without the express written consent of

the Missoula Parks and Recreation Department.

4. The City of Missoula or Park and Recreation Department does not accept any liability or responsibility, in

whole or in part, for any damage which may be sustained by any machinery or equipment; or injury to any

employee, agent, representative, assignee, or guest of the successful Proposer, regardless of cause.

5. Vendor must maintain a current City of Missoula Business License throughout the term of the agreement.

6. Vendor must provide a Certificate of Liability Insurance for their entity providing liability insurance

coverage that also identifies the City of Missoula as Additional Insured on the Certificate of Liability

Insurance. The Certificate of Liability Insurance coverage limits shall provide liability insurance coverage

in accordance with Montana State Statute, Section 2-9-108 MCA of $750,000 for each claim and $1.5

million for each occurrence. The Certificate of Insurance shall also provide that the insurance coverage

shall not be amended, altered, canceled, or reduced without providing at least ten (10) day advance

written notice to both the insured as well as to the City of Missoula.

7. The Vendor shall agree to indemnify and hold harmless the City of Missoula Park and Recreation

Department, administration, staff, guests, and any agent from any and all damages to persons and

property resulting from or alleged to result from the activities of proposers acts or omissions, and also, to

hold harmless from any losses or damages which should arise due to failure of any utility service or any

act causing interruption of Proposers operation outside the control of the Department.

8. All taxes, licenses, and permits for Vending operations shall be paid by the vendor.

9. Vendor will agree to adhere to the Missoula Park and Recreation’s Zero Waste in the Parks Policy, which

requires vendors to use only compostable straws, and if possible, compostable dining wear and utensils.

Vendors need to reduce or eliminate single-use plastic beverage containers. Use/encourage branded

reusable beverage containers for sale at the vending site. Zero Waste in Parks policy can be reviewed at

www.missoulaparks.org.

10. The Vendor will agree to adhere to the City of Missoula Non-Discrimination and Affirmative Action Policy:

Non-Discrimination. All hiring shale be on the basis of merit and qualifications and there shall be no

discrimination in employment on the basis of race, ancestry, color, physical or mental disability, religion,

national origin, sex, age, marital or familial status, creed, ex-offender status, physical condition, political

belief, public assistance status or sexual orientation, gender identity or expression, except where these

criteria are reasonable bona fide occupational qualifications.

Affirmative Action Policy. Contractors, subcontractors, subgrantees, and other firms doing business with

the City of Missoula must be in compliance with the City of Missoula’s Affirmative Action Plan, and Title

49 Montana Codes Annotated, entitled “Human Rights” or forfeit the right to continue such business

dealings.

The City’s Affirmative Action Policy Statement is:

The Mayor of the City of Missoula or the Mayor’s designee may adopt an affirmative action plan to

provide all persons an equal opportunity for employment without regard of race, ancestry, color, physical

or mental disability, religion, creed, national origin, sex, age, marital or familial status, ex-offender status,

physical condition, political belief, public assistance status, sexual orientation or gender identity/express,

except where these criteria are reasonable bona fide occupational qualifications. In keeping with this

commitment, we are assigning to all department heads and their staff the responsibility to actively

facilitate equal employment opportunity for all present employees, applicants, and trainees. This

responsibility shall include assurance that employment decisions are based on furthering the principle of

equal employment opportunity by imposing only valid requirements for employment and assuring that all

human resource actions are administered on the basis of job necessity.

Specific responsibilities for developing, implementing, monitoring, and reporting are assigned to the City

Personnel staff under the supervision and direction of the Chief Administrative Officer and the Mayor.

It is the policy of the City of Missoula to eliminate any practice or procedure that discriminates illegally or

has an adverse impact on an “affected” class. Equal opportunity shall be provided for all City employees

during their terms of employment. All applicants for City employment shall be employed on the basis of

their qualifications and abilities.

The City of Missoula, where practical, shall utilize minority-owned enterprises and shall ensure that

subcontractors and vendors comply with this policy. Failure of subcontractors and vendors to comply

with this policy statement shall jeopardize initial, continued, or renewed funds.

Our Commitment is intended to promote equal opportunity in all employment practices and provide a

positive program of affirmative action for the City of Missoula, its employees, program participants,

trainees, and applicants.

Business / Organization:

__________________________________________________________________________

Primary Contact

_________________________________________________________________________________

Phone______________________________________Email_____________________________________________

Mailing Address: _______________________________________________________________________________

Website / Social Media Page: _____________________________________________________________________

What are you selling? List all items or include a menu:

_____________________________________________________________________________________________

_____________________________________________________________________________________________

Describe your vehicle/set-up, including approximate size, and include photo:

_____________________________________________________________________________________________

_____________________________________________________________________________________________

SCORING CATEGORIES:

1) Cash Per Day Sponsorship Commitment: $__________per day. (Minimum commitment for sponsorship per

day is set at $255.25 per day - Scoring: Higher the per day sponsorship commitment—will generate the higher

score.)

2) Describe Professional Qualifications, such as conducting Business in Missoula year round, years in business and

unique dining experiences (attach page if needed):

____________________________________________________________________________________________

____________________________________________________________________________________________

3) History of Annual Contributions. Please describe your donations to Missoula Park and Rec Youth Scholarship

fund or other charitable organizations.

____________________________________________________________________________________________

_____________________________________________________________________________________________

4) Describe your current “Zero Waste Policy” (example of using only compostable dining ware and utensils):

_____________________________________________________________________________________________

_____________________________________________________________________________________________

Utilities Needed:

 110v

 No Power Needed

 220v 30A

 Water Access Needed

 220V 50A

 Other

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