Project Information

Bid Title

CONCESSIONAIRE SERVICE AT ELMA MEADOWS GOLF COURSE

Issuing Agency

Erie County

Location

New York

Published Date

Feb 20, 2026

Closing Date

Mar 16, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Department	Title	Submission Deadline	Additional files
PARKS, RECREATION & FORESTRY	CONCESSIONAIRE SERVICE AT ELMA MEADOWS GOLF COURSE	Monday, March 16, 2026

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REQUEST FOR PROPOSAL (RFP)

TO PROVIDE

CONCESSIONAIRE SERVICE

AT ELMA MEADOWS GOLF

COURSE

RFP# 2026-022VF

Date: February 20, 2026

Erie County Department of Parks, Recreation & Forestry

Edward A. Rath County Office Building

95 Franklin Street, Room 1260

Buffalo, NY 14202

COUNTY OF ERIE, NEW YORK

REQUEST FOR PROPOSAL (“RFP”) RFP # 2026-022VF

To Provide Concessionaire Services at Elma Meadows Golf Course

I. INTRODUCTION

The County of Erie, New York (the “County”) is currently seeking proposals from qualified

companies to operate the concessions at Elma Meadows Golf Course, with an address of 1711 Girdle

Road, Elma, New York 14059.

It is the County's intent to select the proposer that provides the best solution for the County's needs. The

County reserves the right to amend this RFP.

The County reserves the right to reject any or all of the proposals, or any part thereof, submitted in

response to this RFP, and reserves the right to waive informalities, if such action is deemed to be in the

best interest of the County. The County reserves the right to request additional information from any

proposer. The County reserves the right to award negotiated contracts to one or more proposers.

This RFP is not intended and shall not be construed to commit the County to pay any costs incurred in

connection with any proposal or to procure from or contract with any proposer.

The County will only contract with proposers that do not discriminate against employees or applicants

for employment because of race, creed, color, national origin, sex, age, disability, marital status,

sexual orientation, citizenship status or any other status protected by New York State and Federal

laws.

II. PROPOSAL PROCEDURES

A. Anticipated Schedule

The following schedule is for informational purposes only. The County reserves the right to

amend this schedule at any time.

Friday, February 20, 2026

Tuesday, March 3, 2026 at 1:00 PM

Wednesday, March 11, 2026

Monday, March 16, 2026

Elma Meadows Concession RFP# 2026-022VF

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B. General Requirements

1. Each proposal shall be prepared simply and economically, avoiding the use of elaborate

promotional materials beyond what is sufficient to provide a complete, accurate and

reliable presentation.

2. One (1) original and three (3) copies shall be submitted. Proposals MUST be

signed. Unsigned proposals will be rejected.

3. Submission of the proposals shall be directed to:

Troy Schinzel, Commissioner

Erie County Department of Parks

95 Franklin Street, Room 1260

Buffalo, New York 14202

All proposals must be delivered to the above office on or before Monday, March 16, 2026 at

3:00 P.M. Proposals received after the above date and time will not be considered. The County

is under no obligation to return proposals. Proposals are NOT accepted via Facsimile or

Electronic Mail.

4. Requests for clarification of this RFP must be written and

submitted via e-mail to:

Nicole Ruberto, Deputy Commissioner of Recreation

Erie County Parks, Recreation & Forestry

Nicole.Ruberto@erie.gov

no later than 3:00 PM on Friday, March 6, 2026

NO COMMUNICATIONS OF ANY KIND WILL BE BINDING AGAINST THE

COUNTY

5. Proposal finalists may be required to give an oral presentation to the County to clarify or

elaborate on the written proposal. Those proposers will be notified to arrange specific

times.

6. All entities contracting with Erie County must agree to comply with Executive Order 13 (2014),

and the contracting entity must make such records available, upon request, to the County’s

Division of Equal Employment Opportunity for review. All contracting entities will be required

to sign the Erie County Equal Pay Certification attached hereto as Schedule E. The County shall

have the right, upon reasonable notice and at reasonable times, to inspect the books and records

of the contracting entity, its offices and facilities, for the purpose of verifying information

supplied in the Erie County Equal Pay Certification and for any other purpose reasonably related

to confirming the contracting entity’s compliance with Erie County Executive Order No. 13

(2014). Violation of the provisions of Executive Order 13 (2014), which is attached hereto and

made a part hereof, can constitute grounds for the immediate termination of a contract, and may

constitute grounds for determining that a proposer is not qualified to participate in future county

contracts.

Elma Meadows Concession RFP# 2026-022VF

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III. SCOPE OF SERVICES

A. Operations

The Erie County Department of Parks, Recreation and Forestry (“Parks Department”) seeks qualified applicants

to operate the concession facilities at Elma Meadows Golf Course in Elma, NY.

Elma Meadows Golf Course is considered a best-in-class municipal course in Erie County. There is ample

demand for concessionaire services at Elma Meadows Golf Course. Tee times at Elma Meadows are in high

demand, with tee sheets full every day of the week. Erie County sells golf passes as well as offering walk-on tee

times, when available.

The successful proposer will enter into an agreement with the County of Erie operate the concession stands as

contemplated herein as the Concessionaire at Elma Meadows Golf Course (the “Concessionaire”).

The Concessionaire will operate the concession facilities in strict compliance with rules and regulations set

forth by the Erie County Commissioner of Parks, Recreation & Forestry the “Commissioner”). The

Concessionaire will operate the concession facilities for regular golfers but should also be prepared to provide

catering to large groups such as leagues or tournament participants during the golf season, upon request. The

Concessionaire may cater private events in the Clubhouse during the off-season, provided the proper permits are

in place.

The Concessionaire at Elma Meadows Golf Course will offer food and beverages at both the Clubhouse as well

as the half-way house during the Golf season and only at the Clubhouse during the Winter Sports season. At a

minimum, the Concessionaire must offer the following items for sale to the patrons of the Golf Course : soft

drinks, candy, chewing gum, coffee, milk, hot chocolate, ice cream, and other frozen refreshments, hot dogs and

hamburgers, pizza, beer, wine and other items as are found in demand by patrons of the golf course and

approved by the Commissioner.

The Concessionaire may also rent or sell at reasonable rates or prices such items of sporting equipment such as

golf supplies such as tees, balls, gloves, etc. in first class condition as may be approved by the Commissioner.

Vendor must provide sufficient insurance to cover liability for above items prior to renting/selling them.

Insurance requirements and quality of equipment being rented/sold must be approved by the County.

The Concessionaire may additionally have a maximum of three (3) vending machines and one

ATM. Type of products sold and exact location of vending machines needs to be approved in advance by the

Commissioner. NYS Sanitary Code, Parts 14 apply to vending operations that offer foods and food products.

Responsibilities to stock and maintain these vending machines are solely that of the Concessionaire and the

County reserves the right to discontinue this practice at any time. The vendor likewise assumes any liability for

damage and/ or repairs made to the machines for the length of the contract. With approval from the

Commissioner, the Concessionaire can offer this vending option for all or part of each year the concessionaire is

under contract. Vending machines must fit current electrical configuration and capacity.

The Concessionaire will operate the concession with competent and courteous personnel. All personnel will be

clean and neat in appearance. All personnel working in the concession shall treat the customers and patrons with

courtesy and in a professional manner.

All food and beverages will be handled in a manner consistent with the highest degree of sanitation and care

Elma Meadows Concession RFP# 2026-022VF

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and follow NYS Sanitary Code, Parts 14. As per Health Department requirements, the concession will be

cleaned and sanitized daily. In addition to compliance with all required rules and regulations, Concessionaire

will be open to suggestions given by Health Department representative as they relate to the sanitary conduct of

business.

The Concessionaire must secure and maintain at its own expense all necessary licenses and permits for the

possession, sale and service of food, beverages, herein specified, and all licenses and permits necessary to the

provision of the services contemplated herein. The Concessionaire shall obtain all necessary licenses and

permits required by law before beginning operation of the concession.

The County of Erie will not be responsible for the installation of water supply, sewer or drain pipes or fixtures

other than maintaining those provided.

The Concessionaire shall furnish at its own expense any additional equipment and/or all refrigerators, coolers,

electrical appliances, ovens, stoves, dishwashers, dishes, cutlery, napkins, cups and any other service and

cleaning equipment necessary for the proper performance of the Concessionaire's obligations. County- owned

equipment will be maintained by the County. See Schedule C attached hereto for a list of County owned

equipment. Approved repairs will be made by a licensed contractor at the County’s expense. Equipment must

be kept in good working conditions.

B. Required Schedule

The Concessionaire is required to keep the stand in the Club House and/or the Halfway House open for

business during golf season. Beginning April 1st through October 31st, operating hours must be Sunday through

Saturday, including holidays, from 7:00 AM to 3:00 PM, at a minimum. The Concessionaire may open earlier

and/or stay open later (within park hours) with prior approval from the Commissioner. Operating hours for the

month of November will be weather-dependent and determined each year on a case-by-case basis by the

Commissioner. No exceptions will be made to these hours without prior written consent from the Commissioner.

The Concessionaire may open concessions additional days and hours during winter months (December 1 st-

March 31st within park hours), with schedule to be approved in advance by the Commissioner.

The County will make the Concessionaire aware of any scheduled tournaments or events.

Special events, such as weddings, receptions, and birthday parties, will be subject to approval by the

Commissioner or his designee and a Special Events permit will need to be issued by the County. Durin g golf

season, golf-related functions will be given precedence at the Club House. Concessionaire cannot charge a

rental fee for use of County property for private events, but can provide catering for approved events.

During County-sponsored events, the County shall reserve the right to invite additional vendors and/or food

trucks. Efforts will be made to avoid sales of competing/duplicate goods. Additionally, the County shall allow

corporate sponsors of the event to distribute products around the Clubhouse area which may include food and

beverages.

C. Additional Information

Facility Information and photographs are attached hereto as Schedule B.

Facility equipment is listed under Schedule C.

Elma Meadows Concession RFP# 2026-022VF

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Commodity Codes

• NAICS 238990All Other Specialty Trade Contractors

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