Project Information

Bid Title

Concession Operations RFP # 150-2026

Issuing Agency

Village of Port Jefferson

Location

New York

Published Date

Jun 2, 2026

Closing Date

Jun 22, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Concession Operations RFP #150-2026

Download the full packet here

SEALED BIDS MUST BE RECEIVED BY:
Monday, June 22, 2026 at 3:00 PM

DELIVER SEALED BIDS TO:
Sylvia Pirillo, RMC
Village Clerk
Inc. Village of Port Jefferson
121 West Broadway,
Port Jefferson, NY 11777

Attachment Preview

Inc. Village of Port Jefferson

INVITATION TO BID

VILLAGE OF PORT JEFFERSON

Request for Proposals – Concession Operations

# 150-2026

SEALED BIDS MUST BE RECEIVED BY:

__________Monday, June 22, 2026 at 3:00 pm_________

DELIVER SEALED BIDS TO:

Sylvia Pirillo, RMC

Village Clerk

Inc. Village of Port Jefferson

121 West Broadway,

Port Jefferson, NY 11777

Page 1 of 19

INVITATION TO BIDDERS – VILLAGE OF PORT JEFFERSON

Request for Proposals – Concession Operations

at the East and West Beaches

# 150-2026

The Village of Port Jefferson is soliciting Requests for Proposals from interested

mobile food vendors as concessionaires for the use of Village-owned property at

the East and West Beaches for the 2026 beach season.

Sealed Proposals will be received by Village Clerk Sylvia Pirillo at Port Jefferson

Village Hall, located at 121 West Broadway, Port Jefferson, 11777 on or before 3:00

p.m. prevailing time on Monday, June 22, 2026 when they will be publicly opened

and read aloud.

Late proposals will not be accepted.

The complete Proposal Package can be obtained from the Village Clerk’s Office from

Monday through Friday, beginning on June 11, 2026 between the hours of 9:00

a.m. and 4:00 p.m. prevailing time, for a fee of $ 20.00 per Bid Package, and is

also available on the official Village of Port Jefferson website: www.portjeffny.gov

All questions must be received in writing by Village Clerk Sylvia Pirillo: at

spirillo@portjeffny.gov no later than 4:00 p.m. on Wednesday, June 17, 2026.

All proposals must be received promptly by 3:00 p.m. on June 22, 2026 at Village

Hall in a sealed envelope clearly marked: Concession Operations – RFP # 150-

2026.

The Incorporated Village of Port Jefferson reserves the right to reject any/all

submitted proposals, or any part of the submitted proposal received.

BY ORDER OF THE BOARD OF TRUSTEES OF THE VILLAGE OF PORT JEFFERSON

Village Clerk Sylvia Pirillo, RMC / Incorporated Village of Port Jefferson

Page 2 of 19

VILLAGE OF PORT JEFFERSON

Request for Proposals – Concession Operations

at the East and West Beaches

# 150-2026

SECTION ONE

GENERAL INFORMATION:

Purpose: Pursuant to section 103 of the NY General Municipal Law and the written

procurement policies of the Inc. Village of Port Jefferson, the Village hereby solicits

your sealed proposal for Concession Operations at the East and West

Beaches.

Definition of Parties: The Village of Port Jefferson will hereinafter be referred to as

The "Village" Respondents to the RFP shall be referred to as "Proposers." The

Proposer to whom the contract is awarded shall be referred to as the "Contractor."

Scope: The Village of Port Jefferson is seeking sealed bids for Concession

Operations at the East and West Beaches.

o The operator will be responsible for hiring the necessary personnel to

conduct the daily operation of the concession in accordance with all Health

Department regulations.

o Hours of operation may vary based upon day, date, season and/or weather.

o Minimum hours may include two (2) hours on weeknights, and weekends

from 10:00 a.m. to dusk, or other days/time(s) if there is a scheduled

activity at either or both beach(es).

o The concessionaire is expected to serve quality food and drinks, and the sale

of alcoholic beverages is not permitted.

o All menu prices must be submitted to the Office of the Village Clerk for

approval prior to any product sales.

o The operator will be responsible for the provision of proper waste and trash

receptacle(s), to be located as approved by the Village.

The successful proposer will be responsible for all items set forth in the

specifications and bid documents.

Page 3 of 19

Evaluation Criteria: Proposals will be evaluated on many criteria deemed to be in

the Village’s best interests, including, and not limited to:

1. Responsiveness to terms and conditions of Proposal Package

2. Consideration of overall qualifications

3. Experience

4. Benefit to the Village

Award of Bid: The Village intends to award this quotation to a single Proposer, but

may also award to multiple proposers, at its discretion. The Village may select the

Proposer or Proposers which, in its opinion, has made the proposal that is the most

responsive and most responsible and may award the contract to that Proposer(s).

The Village reserves the right to waive minor irregularities. The Village reserves,

holds and may in its sole discretion exercise the rights and options to 1) request

additional information from any Proposer, 2) use additional subsequent solicitations

for proposals, 3) negotiate the Proposers for amendments or other modifications to

proposals, or 4) interview selected Proposers and request presentations.

Communication with the Village: It is the responsibility of the Proposer to inquire

about any requirement of this RFP that is not understood. Responses to inquiries, if

they change or clarify the RFP in a substantial manner, will be forwarded by

addenda to all parties that have received a copy of the RFP package. The Village

will not be bound by oral responses to inquiries or written responses other than

addenda.

Inquiries must be made in writing via e-mail, no later than 5 (five) days prior to the

opening of bids to:

Village Clerk Sylvia Pirillo, RMC

Incorporated Village of Port Jefferson

121 West Broadway

Port Jefferson, NY 11777

631-473-4724

spirillo@portjeffny.gov

Costs of Preparation: The Proposer assumes all costs of preparation of the bid and

any presentations necessary to the bid process.

Debarment: Submission of a signed and sealed proposal in response to this

solicitation is certification that your firm (or any subcontractor) is not currently

debarred, suspended, proposed for debarment, declared ineligible or voluntarily

excluded from participation in this transaction by any State or Federal department

or agency. Submission is also agreement that the Village will be notified of any

change in this status.

Page 4 of 19

Understanding: By submitting a sealed proposal, the proposer agrees and assures

that the specifications are adequate, and the proposer accepts the terms and

conditions herein. Any exceptions should be noted in your response.

Validity: Unless specified otherwise, all sealed proposals shall be valid for ninety

(90) days from the due date of the sealed bid.

Submission: A SIGNED original, plus two (2) copies of the sealed proposal must be

submitted to Sylvia Pirillo, Village Clerk, Inc. Village of Port Jefferson, 121 West

Broadway, Port Jefferson, NY 11777, in a sealed envelope by 3:00 p.m. Monday,

June 22, 2026 in order to be considered.

Proposals received after the due date or time will not be considered. Proposers are

strongly encouraged to submit sealed proposals in advance of the due date to avoid

the possibility of missing the due date because of unforeseen circumstances.

Proposers assume the risk of the methods of dispatch chosen.

The Village assumes no responsibility for delays caused by any package or mail

delivery service. Postmarking by the due date will not substitute for receipt of a

sealed proposal.

Additional time will not be granted to any single proposer, however additional time

may be granted to all proposers if and when the Village determines that

circumstances require it.

FAXED OR E-MAIL PROPOSALS WILL NOT BE ACCEPTED. LATE PROPOSALS WILL

NOT BE ACCEPTED.

The envelope must be clearly identified on the outside as follows:

Name of Proposer:

Address of Proposer:

Due Date:

Name and Number of RFP:

Page 5 of 19

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