Project Information

Bid Title

Food and Beverage Concessionaire: Oak Knoll Golf Course

Issuing Agency

City of Ashland

Location

Oregon

Published Date

Mar 5, 2026

Closing Date

Mar 26, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Bid Title:	Food and Beverage Concessionaire: Oak Knoll Golf Course
Category:	Parks & Recreation
Status:	Open
Bid Recipient:	Kevin Caldwell

Description: CITY OF ASHLAND PARKS AND RECREATION REQUEST FOR PROPOSAL for Oak Knoll Golf Course Concessionaire The City of Ashland is seeking Proposals from qualified individuals or organizations to operate the food and beverage concession at the Oak Knoll Golf Course. The successful proposer will be responsible for the following tasks: Preparation and sales of concessions for golf course customers and spectators Menu creation, alcohol sales and pricing according to agreement Providing adequate staffing, excellent customer service, security and cleanliness at all times Meeting all requirements as set forth in the final executed agreement with the City of Ashland Working directly with golf course staff to establish and maintain a positive work environment Passing regular health and safety inspections Establishing and maintaining sound accounting and cash handling practices and prepare reports on revenue according to agreement Proposal documents may be downloaded from the City of Ashland website at ashlandoregon.gov . Any addenda that may be issued relating to this RFP will be available from the City of Ashland website and potential proposers are cautioned to continuously monitor the site for updates and addenda. A pre-proposal meeting and site walkthrough has been scheduled for 10:00 a.m. on 3/18/26, at Oak Knoll Golf Course 3070 Hwy. 66, Ashland, OR 97520. Statements made by City representatives during the pre-proposal meeting are not binding upon the City unless confirmed by a written addendum. Attendance at the pre-proposal meeting is not mandatory, however recommended. Hard copy proposals must be physically received by 2:00 PM on 3/26/26, at the Parks and Recreation Department offices at 340 S. Pioneer St. Ashland, OR 97520. Concessionaire selection is anticipated to result in the issuance of a contract based upon the sample contract provided in this RFP. All proposals shall be submitted as set forth in Section 7 - Instructions to Proposers. The City is not responsible for proposals submitted in any manner, format or to any delivery point other than as required by the solicitation document. Concessionaire selection will be based upon weighed criteria as set forth in the Solicitation Document and will include criteria such as (but not limited to): Company profile, references, financial information, menu items and pricing. The City of Ashland reserves the right to cancel this procurement or reject any and all proposals in accordance with ORS 279B.100. DEFINITIONS For the purpose of this RFP: “Agency” or “City” means City of Ashland and Ashland Parks and Recreation Department. “Business days” means calendar days, excluding Saturdays, Sundays and all City recognized holidays. “Calendar days” or “days” means any day appearing on the calendar, whether a weekday, weekend day, national holiday, State holiday or other day. “Council” means City of Ashland Council “Department” means the City of Ashland Parks and Recreation Department. “Manager” means the Golf Course Manager or Parks Division Manager. “Project Manager” means the person identified on the cover page of this RFP. “Proposers”- All interested parties are referred to as Proposers in this document; after negotiations, an awarded Proposer will be designated as “Concessionaire”. “RFP” means Request for Proposal. “Scope of Work” means the general character and range of services and supplies needed to complete the work’s purpose and objectives, and an overview of the performance outcomes expected by Agency. “Services” means the services to be performed under the Contract by the Concessionaire. “Statement of Work” means the specific provision in the final contract which sets forth and defines in detail (within the identified Scope of Work) the agreed-upon objectives, expectations, performance standards, services, deliverables, schedule for delivery and other obligation Publication Date/Time: 3/5/2026 12:00 AM Closing Date/Time: 3/26/2026 2:00 PM Pre-bid Meeting: 3/18/2026 Contact Person: Kevin Caldwell, Parks Division Manager 340 S Pioneer Street, Ashland OR 97520 kevin.caldwell@ashlandoregon.gov Plan & Spec Available: see attached Request for Proposal Document Qualifications: see attached Request for Proposal Document Special Requirements: see attached Request for Proposal Document Miscellaneous: see attached Request for Proposal Document Related Documents: Oak Knoll Concessionaire RFP (final)

Attachment Preview

REQUEST FOR PROPOSAL

Food and Beverage Concessionaire

OAK KNOLL GOLF COURSE

ISSUE DATE: March 5, 2026

ANTICIPATED DURATION: 3 Years

PROPOSALS DUE: March 26, 2026

Not later than 2:00 PM

Late proposals will not be considered

REFER QUESTIONS AND SUBMIT PROPOSAL TO:

Kevin Caldwell

Parks Division Manager

340 S Pioneer St

Ashland, OR 97520

Kevin.caldwell@ashland.or.us

20 EAST MAIN STREET ASHLAND OR 97520

TABLE OF CONTENTS

Advertisement

4

Definitions

5

Section 1:

Project Overview

6

1.1 Objectives

6

1.2 Background Information

6

Section 2:

Schedule

6

Section 3:

Scope of services

7

3.1 General Requirements

7

3.2 Location/Equipment/Maintenance

7

3.3 Term of Agreement

7

3.4 Utilities

7

3.5 Security

7

3.6 Payment to City

7

3.7 Point of sale/Reporting/Food and Beverage Tax

7

3.8 Purchasing/Supplies

7

3.9 Staffing/Work hours

7

3.10 Revenue

8

Section 4:

Selection criteria

8

4.1 General

8

4.2 Selection criteria and scoring

8

Section 5:

Proposal evaluation

9

5.1 Review

9

5.2 Defective Proposals

9

5.3 Right of rejection

9

5.4 References

10

5.5 Responsibility

10

5.6 Clarification of response

10

5.7 Finalist selection

10

5.8 Ties among Proposers

10

5.9 Notice of intent to award

10

5.10 Contract negotiation

11

5.11 Protest procedures

11

5.12 Resulting contract

11

Section 6:

Contract

12

6.1 Contract form

12

6.2 Contract Duration

12

6.3 Ashland living wage requirement

12

6.4 Business license required

12

6.5 Insurance requirements

12

6.6 Laws and regulations

13

Section 7:

Instructions to Proposers

13

7.1 General

13

7.2 Information of record

13

7.3 Proposal preparation

13

7.4 Proposal format and contents

13

7.5 Preparation costs

14

2

7.6 Conformance to solicitation requirements

15

7.7 Questions and clarifications

15

7.8 Addenda

15

7.9 Protest of requirements

15

7.10 Proposal modification

15

7.11 Proposal withdrawals

16

7.12 Proprietary information

16

7.13 Terms and conditions

16

7.14 Proposal opening

17

APPENDICES (BOUND SEPARTELY)

EXHIBIT A – OAK KNOLL CONCESSION EQUIPMENT INVENTORY

18

EXHIBIT B – OAK KNOLL CONCESSION MAINTENANCE

19

EXHIBIT C – OAK KNOLL CONCESSION MAP

20

EXHIBIT D – EXAMPLE PERSONAL SERVICES AGREEMENT

21

3

ADVERTISEMENT

CITY OF ASHLAND PARKS AND RECREATION

REQUEST FOR PROPOSAL

for Oak Knoll Golf Course Concessionaire

The City of Ashland is seeking Proposals from qualified individuals or organizations to operate the food and

beverage concession at the Oak Knoll Golf Course. The successful proposer will be responsible for the following

tasks:

• Preparation and sales of concessions for golf course customers and spectators

• Menu creation, alcohol sales and pricing according to agreement

• Providing adequate staffing, excellent customer service, security and cleanliness at all times

• Meeting all requirements as set forth in the final executed agreement with the City of Ashland

• Working directly with golf course staff to establish and maintain a positive work environment

• Passing regular health and safety inspections

• Establishing and maintaining sound accounting and cash handling practices and prepare reports on

revenue according to agreement

Proposal documents may be downloaded from the City of Ashland website at ashlandoregon.gov. Any addenda

that may be issued relating to this RFP will be available from the City of Ashland website and potential proposers

are cautioned to continuously monitor the site for updates and addenda.

A pre-proposal meeting and site walkthrough has been scheduled for 10:00 a.m. on 3/18/26, at Oak Knoll Golf

Course 3070 Hwy. 66, Ashland, OR 97520. Statements made by City representatives during the pre-proposal

meeting are not binding upon the City unless confirmed by a written addendum. Attendance at the pre-proposal

meeting is not mandatory, however recommended.

Hard copy proposals must be physically received by 2:00 PM on 3/26/26, at the Parks and Recreation Department

offices at 340 S. Pioneer St. Ashland, OR 97520. Concessionaire selection is anticipated to result in the issuance of

a contract based upon the sample contract provided in this RFP.

All proposals shall be submitted as set forth in Section 7 - Instructions to Proposers. The City is not responsible for

proposals submitted in any manner, format or to any delivery point other than as required by the solicitation

document. Concessionaire selection will be based upon weighed criteria as set forth in the Solicitation Document

and will include criteria such as (but not limited to): Company profile, references, financial information, menu

items and pricing.

The City of Ashland reserves the right to cancel this procurement or reject any and all proposals in accordance

with ORS 279B.100.

4

DEFINITIONS

For the purpose of this RFP: “Agency” or “City” means City of Ashland and Ashland Parks and Recreation

Department.

“Business days” means calendar days, excluding Saturdays, Sundays and all City recognized holidays.

“Calendar days” or “days” means any day appearing on the calendar, whether a weekday, weekend day, national

holiday, State holiday or other day.

“Council” means City of Ashland Council

“Department” means the City of Ashland Parks and Recreation Department.

“Manager” means the Golf Course Manager or Parks Division Manager.

“Project Manager” means the person identified on the cover page of this RFP.

“Proposers”- All interested parties are referred to as Proposers in this document; after negotiations, an awarded

Proposer will be designated as “Concessionaire”.

“RFP” means Request for Proposal.

“Scope of Work” means the general character and range of services and supplies needed to complete the work’s

purpose and objectives, and an overview of the performance outcomes expected by Agency.

“Services” means the services to be performed under the Contract by the Concessionaire.

“Statement of Work” means the specific provision in the final contract which sets forth and defines in detail

(within the identified Scope of Work) the agreed-upon objectives, expectations, performance standards, services,

deliverables, schedule for delivery and other obligation

5

Commodity Codes

• NAICS 722310Food Service Contractors

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