RFP for Food Service Operations at the Smithsonian National Zoo

Form / Attachment / Pricing Sheet

This document is a Concessionaire Agreement between the Smithsonian Institution ("Smithsonian") and a Vendor for the provision of food truck concessions at the National Zoological Park ("Zoo"). It outlines the terms and conditions under which the Vendor will operate.

• Right/Term: Grants the Vendor the right to provide food truck concessions at agreed-upon locations for a term commencing on an "Effective Date" and continuing for three (3) years, with potential for two (2) two-year extensions.
• Duties of Vendor: Includes compliance with laws and obtaining licenses, maintaining cleanliness, obtaining ServSafe® certification, and maintaining specific insurance coverages (Commercial General Liability, Property Damage and Business Interruption, Workers Comp, Criminal Liability, Auto).
• Indemnification: Vendor shall defend, indemnify, and hold harmless the Smithsonian from various claims and liabilities.
• Alcohol and Narcotics: Vendor may sell beer and wine if approved in advance; consumption of alcohol or drugs by Vendor or employees is prohibited on Zoo property.
• Confidentiality: Outlines the handling of confidential information exchanged between parties.
• Representations and Warranties: Vendor must be in good standing, possess legal authority, have trained employees, provide safe and suitable products, and acknowledge breach conditions.
• Quality Assurance and Food Safety: Vendor must adhere to food safety programs, avoid banned products (Exhibit B), and comply with FDA regulations. Specific food handling safety requirements are detailed.
• Credit Card Payments: Vendor must accept credit cards and have the capability for multiple payment types, without connecting to Smithsonian's network.
• Privacy and Data Security: Vendor must adhere to Smithsonian's privacy and data security requirements (Exhibit E).
• Zoo Requirements: Vendor must comply with additional Zoo policies (Exhibit C) and undergo background checks (Exhibit F).
• Use of SI Names: Restrictions on using Smithsonian names and logos.
• Compensation to Smithsonian: Vendor shall pay 30% of Net Sales to Smithsonian, paid weekly.
• Records: Vendor must maintain accurate records and permit Smithsonian audits.
• License Fees: Vendor is responsible for any license fees.
• Termination: The Smithsonian may terminate the agreement for various reasons, including default, convenience, danger to health/safety, understating reporting, unauthorized products, fraud, or cross-default.
• Modification: The agreement can only be modified in writing.
• Menus and Prices: Vendor must provide discounts for Zoo members and current credentialed employees. A proposed menu and price list must be submitted annually for approval.
• Location: Smithsonian determines vendor locations, with potential for relocation with two days' notice.

This document is crucial for any vendor interested in operating a food truck concession at the Smithsonian's National Zoo. It details the operational requirements, financial obligations, insurance needs, safety standards, and legal responsibilities that a vendor must meet. Key areas for bidders to review include the commission structure, insurance requirements, food safety regulations, and the specific operational policies of the Zoo.

Amendment / Modification

This amendment (No. 2) to RFP #250268-0000 makes the following changes:

• Facility Walk-Through: A walk-through of existing facilities is scheduled for Wednesday, September 3, 2025, from 11:00 am to 1:00 pm EST. Companies are reminded that only designated representatives from the Office of Contracting & Personal Property Management can make commitments.

• Questions Deadline: The deadline for submitting questions from offerors is revised to Monday, September 8, 2025, by 12:00 pm EST.

• Proposal Due Date: The due date for proposal submissions is revised to Monday, October 6, 2025, by 12:00 pm EST.

• Food Truck Concessions: Food truck concessions are added to the RFP. The requirement for a minimum of two mobile carts does not apply to food trucks. The Smithsonian anticipates entering into a concession agreement similar to the sample in Appendix D for food truck services.

• New Appendix: Appendix D (Sample Food Truck Concession Agreement) is added to the RFP.

• Section III.A.9.b (Questions deadline)

• Section III.A.9.a (Proposal due date)

• Section II.A.f, Scope of Work (Mobile cart minimum for food trucks)

• Section II.E, Scope of Work, Type of Contract (Added wording for food truck concessions)

• Appendix D (Added)

• The proposal submission deadline has been extended to October 6, 2025.

• The deadline for questions has been extended to September 8, 2025.

• New provisions regarding food truck concessions have been added.

Form / Attachment / Pricing Sheet

This document, "Appendix B to RFP - SAMPLE CONCESSION AGREEMENT," is an appendix to a Request for Proposals (RFP) and serves as the Concession Agreement itself. It details the terms and conditions for operating food and beverage services at the National Zoo and Conservation Biology Institute (the "Zoo").

• Agreement Structure: The agreement consists of the main document and various appendices covering facility location, banned products, sustainability, policies, pricing, equipment, maintenance, and more.
• Scope of Work: Outlines the Contractor's responsibilities for operating food and beverage facilities, including providing high-quality, palatable food and beverages, adhering to sanitation standards, customer surveying, loss prevention, and food safety programs.
• Facility Operations: Details requirements for facility upgrades, operational hours, staffing, and specific obligations related to the description and location of the facility.
• Sustainability: Mandates adherence to a comprehensive sustainability plan, including prohibiting certain products, waste diversion goals, and promoting environmentally friendly practices.
• Catering: Defines terms for potential catering services, including event types, pricing, and reporting requirements.
• Personnel: Specifies requirements for qualified, professional, and compliant personnel, including health and drug-free workplace policies.
• Food Provisions: Covers procurement, exclusive pouring rights (Pepsi products), menus, pricing, packaging, and discounts for staff and members.
• Maintenance and Repair: Delineates responsibilities for routine and necessary repairs, including base building, equipment, and preventative maintenance.
• Financial Arrangements: Defines accounting periods, gross receipts, concession fees, financial reporting, and payment terms.
• Compliance and Security: Outlines requirements for compliance with laws, health and safety standards, data security, and background investigations for personnel.

This document is crucial for potential bidders as it forms the core of the concession agreement. It provides a comprehensive overview of the operational, financial, legal, and performance expectations for any vendor selected to operate food and beverage services at the Zoo. Bidders must carefully review these terms to understand their obligations, responsibilities, and the overall framework of the concession.

Amendment / Modification

• This amendment modifies RFP #250268-0000, concerning Food Service Operations at the National Zoo and Conservation Biology Institute.

• It amends Appendix B (Sample Concession Agreement) and its Appendices D and E (Additional Zoo Policies and Weather Policy).

• Appendix B to the RFP, the Sample Concession Agreement, is deleted in its entirety and replaced with a new Appendix B.

• Appendix B (Sample Concession Agreement)

• Appendices D and E (Additional Zoo Policies and Weather Policy)

• Attachment: Appendix B to the RFP revised 2025-08-19

• All terms and conditions of the original RFP remain unchanged, except as specifically set forth in this amendment.

Solicitation / RFP / RFQ

This Request for Proposals (RFP) from the Smithsonian Institution seeks proposals for the management and operation of food and beverage services across multiple locations within the National Zoo and Conservation Biology Institute's Rock Creek campus in Washington, D.C. The goal is to provide innovative and engaging food and beverage concepts that enhance the visitor experience.

• Management and operation of three restaurants, two small cafes, a minimum of seven mobile food carts, food vending machines, and optional catering services.

• Offerors must provide food and beverage service concept design, including menu development, staffing, and operations.

• Emphasis on high throughput, efficient, and safe food delivery, with a focus on customer experience.

• Offerors must be willing to serve healthy menu options, including vegetarian, vegan, and gluten-free choices, and options for customers with food allergies or sensitivities.

• Support for the Smithsonian's sustainability goals, including recycling and composting programs, and a ban on single-use plastic beverage bottles.

• Bird Friendly certified coffee must be used.

• Offerors must comply with all applicable federal, state, and local wage and tax laws.

• The anticipated contract type is a concession agreement for restaurants, cafes, and mobile carts, and a vending agreement for food vending services.

• Initial contract term is three (3) years, with two (2) optional two-year extension periods.

• The Smithsonian will require a percentage of sales payable to the Smithsonian.

• Questions Due: August 29, 2025, by 12:00 pm EST.

• Proposals Due: September 26, 2025, by 12:00 pm EST.

• Proposals must be submitted electronically.

• Evaluation will be based on Business, Legal, and Financial Terms; Food and Beverage Service and Menu Concepts; Management and Implementation; Qualifications and Experience; and Past Performance.

• No specific set-aside requirements are mentioned in the initial pages, but offerors are encouraged to demonstrate commitment to utilizing Small Business Concerns.

• The Smithsonian reserves the right to award contracts to one or more offerors.

• Pepsi-Cola Company holds "exclusive pouring rights" for all public beverage sales.

• Offerors are responsible for all startup and pre-opening costs.

• The document includes appendices with concession locations, restaurant floor plans, and sample concession/vending agreements.

Form / Attachment / Pricing Sheet

This document, "Appendix C to RFP – Sample Vending Agreement," is a sample vending agreement intended to be used as an attachment to a Request for Proposals (RFP). It outlines the terms and conditions for providing vending services.

• Scope of Agreement: Details the installation, management, maintenance, and operation of vending concession services, including specific exclusions.
• Access to Facilities: Grants the Company a license to access and use designated locations within the Zoo.
• Term: Specifies a two-year initial term with options for extension.
• Vending Equipment: Outlines the Company's responsibility for furnishing, installing, maintaining, and stocking all necessary equipment.
• Vending Services: Covers design, installation, delivery, and testing of vending services, including compliance with accessibility standards.
• Operational Requirements: Details standards of performance, product availability, procurement, stocking, storage, hours of operation, and pricing.
• Payment to Smithsonian: Outlines the financial terms, including Gross Sales definition and a monthly percentage fee.
• Periodic Statements: Requires monthly and annual accounting and financial statements.
• Accounting Records: Specifies requirements for maintaining accurate financial records.
• Cleaning, Trash Removal, and Environmental Concerns: Assigns responsibility for general cleaning and housekeeping.
• Safety: Mandates compliance with safety regulations and training.
• Security: Outlines requirements for employee background checks, identification, and data security.
• Use of Names: Governs the use of Smithsonian trademarks and names.
• Termination: Details conditions under which the agreement can be terminated.
• Insurance: Specifies required insurance policies and coverage limits.

This document is crucial for potential bidders as it provides a comprehensive template of the vending services agreement. It details the operational, financial, legal, and security obligations and expectations for a vendor operating vending services at the Smithsonian's National Zoo. Bidders must review this document to understand the full scope of the contract, including responsibilities, costs, and performance standards, to determine their ability and interest in responding to the RFP.

Form / Attachment / Pricing Sheet

This document, "Appendix B - Sample Concession Agreement," is a sample agreement that outlines the terms and conditions for operating food and beverage services at the National Zoo and Conservation Biology Institute. It serves as a template and reference for potential bidders.

• Parties Involved: Smithsonian Institution (on behalf of the National Zoo and Conservation Biology Institute) and an independent "Contractor."
• Scope of Agreement: Details the Contractor's responsibilities for operating food and beverage facilities, including requirements for quality, sanitation, customer service, and adherence to Smithsonian policies.
• Appendices: References numerous appendices covering facility location, banned products, sustainability, pricing, equipment, maintenance, organization charts, and more. Many of these are marked as "Pending."
• Standard of Performance: Outlines expectations for high-quality, palatable food and beverages, adherence to health and sanitation standards, and customer service.
• Operational Requirements: Covers facility upgrades, loss prevention, food safety programs, employee training, staffing, and use of the facility.
• Financial Arrangements: Details definitions of terms like "Gross Receipts" and "Concession Fee," reporting requirements, and payment terms.
• Maintenance and Repair: Delineates responsibilities for general maintenance, repairs, and capital improvements between the Smithsonian and the Contractor.
• Compliance: Mandates adherence to all applicable federal, state, and local laws, rules, and regulations.
• Insurance and Indemnification: Outlines required insurance coverage and indemnification clauses.

This document is crucial for potential bidders as it provides a comprehensive overview of the operational, financial, and legal framework for providing concession services at the Zoo. It highlights the extensive requirements and responsibilities the selected contractor will be expected to fulfill, including specific standards for food safety, sustainability, customer service, and financial reporting. Bidders should carefully review this agreement to understand the full scope of the opportunity and their potential obligations.