CALABASAS TENNIS AND SWIM CENTER (CTSC) CANYON CAFÉ (COLD KITCHEN) CONCESSIONAIRE

The City of Calabasas ("City") is seeking proposals from qualified vendors to operate a cold kitchen food concession at the Calabasas Tennis and Swim Center (CTSC) Canyon Café, located at 23400 Park Sorrento, Calabasas, CA 91302. The selected vendor will provide healthy and convenient cold/warm food options to CTSC patrons, including but not limited to:
• Fresh sandwiches and wraps
• Salads
• Paninis (prepared using a press only)
• Hot dogs (using a hot dog roller only)
• Smoothies and juices
• Pre-packaged snacks and beverages
The agreement term is three (3) years.
The selected Concessionaire will demonstrate the ability to implement a concession program that will meet the objectives of the City, as well as incorporate innovative ideas that are appropriate for this concession.
The Tennis and Swim Center averages about 200,000 member visits per year. This does not include non-members who utilize the pool and tennis facilities. The Center’s revenue equates to $4M-$5M per year.

Background

The objective of this Request for Proposals is to award a three-year Professional Services Agreement to an operator who will accomplish the following:
• Maximize the concession’s potential by providing high-quality food options, friendly service, and reasonable prices
• Enhance the CTSC experience for tennis, fitness, and aquatics patrons
• Operate in close coordination with the City to resolve unforeseen issues

Project Details

• Reference ID: 2025-RFP-002
• Department: Community Services
• Department Head: - (-)

Important Dates

• Questions Due: 2026-04-06T21:00:00.000Z

Evaluation Criteria

• Proposer’s Experience and Capability (20 pts) —

  1. Proposer’s experience and success in operating similar facilities.
  2. Financial status of proposer. By submitting this proposal, the Proposer is agreeing to allow the City to obtain credit reports for each person or entity named as a Proposer, and will provide such information as is necessary to obtain the credit report(s).

• Operational Plans (40 pts) —

  1. A staffing plan, including Concession Manager and other subordinate staff, as well as a liaison between the selected Concessionaire and the City ’s representative.
  2. Quality of product and service offered as well as price schedules for all concessions and method for adjusting pricing.
  3. A marketing plan to promote the facility. Table top tent cards, promotions and specific daily and weekly specials are required.
  4. A customer satisfaction program, including a plan for resolving complaints from the public regarding operation of the concession.
  5. A maintenance plan, including all daily janitorial services.
  6. Any additional services (over and above the required services).

• Financial Return to the City (40 pts) —

  1. The percentage of gross sales to be returned to the City for concessions sold at the facility.
  2. Operational Pro Forma reflecting revenue vs. expenses and anticipated revenue to be provided to the City.

Submission Requirements

• Company - Legal Company Name (required) —

  Please enter the full legal company name of the Proposer.

• Company - Company Address (required) —

  Please enter the full company address of the Proposer. Including any suite or box number. Please be sure to include city, state, and ZIP code.

• Company - Telephone Numbers (required) —

  Please provide any company phone numbers that may be applicable to this proposal.

• Company - Website (required) —

  Please provide the URL for the company website. If there is no website to provide, please respond with "N/A".

• Company Point of Contact - Full Name (required) —

  Please provide a point of contact that is authorized to represent the Proposer and to whom correspondence should be directed.

  Please provide the full name (first and last) of the point of contact for this proposal.

• Company Point of Contact - Title (required) —

  Please provide the title/position of the point of contact for this proposal.

• Company Point of Contact - Email Address (required) —

  Please provide the email address for the Proposer's point of contact for this proposal.

• Company Point of Contact - Telephone Number (required) —

  Please provide a contact phone number for the point of contact for this proposal.

• Backup Company Contact (required) —

  Just as the main point of contact must be authorized to represent the Proposer the backup point of contact (if applicable) must also be authorized to represent the Proposer in the absence of the main point of contact. If you have no backup to submit, please respond here with "N/A".

  Please provide all applicable information for a backup for the company point of contact. Please be sure to include:

  • Full Name (first and last)
  • Title
  • Email Address
  • Telephone Number
• State Tax ID (required) —

  Please provide Proposer's State Tax ID.

• Federal Tax ID (required) —

  Please provide Proposer's Federal Tax ID.

• Brief Statement (required) —

  Please provide a brief statement of the services to be performed and a positive commitment to provide them, if selected.

• Letter of Authorization (required) —

  Please upload a letter signed by a corporate officer or person authorized to bind the Proposer to this proposal and confirming the point of contact noted above.

• California Professional Licenses and/or Registrations (required) —

  Please provide a listing of all Professional Licenses and Registrations held within the State of California by the Proposer.

• California Department of Industrial Relations Registration Number (required) —

  Please provide Proposer's California Department of Industrial Relations Registration Number.

• List of Subcontractors (required) —

  Please provide a list of subcontractors to be used in performance of work for the Scope/Statement of Work provided with this RFP. Please be sure to include applicable professional licenses and/or registrations and the work anticipated to be performed by each subcontractor.

• Company Experience (required) —

  How long has the Company on this proposal been in business?

• Business Providing Proposed Services (required) —

  How long has the Company on this proposal been in business performing work similar to that noted in the Scope/Statement of Work provided with this RFP?

• Proposal Summary (required) —

  Please provide and upload the information as required in the attached PDF of the RFP.

• Approach and Timeline (required) —

  Please provide a proposed approach and projected timeline to conduct and complete the steps in the Scope of Services.

• Proposer's Capability (required) —

  Please provide a description of how the Proposer is positioned to provide the services requested in this RFP in a manner that will allow the City to assess the Proposer's capability to execute, coordinate, and manage potential projects in an effective and efficient manner, including a description of the Proposer's Quality Control/Quality Assurance Program. 

• References (required) —

  Please provide at least three (3) references  for clients, to whom similar  services  have  been  provided within the past five (5) years. Be sure to include the following for each reference:

  • Name
  • Title
  • Address
  • Email Address
  • Telephone Number
  • Information regarding actual services performed
  • Number of Users
  • Length of Period of Performance
• Staff Resources (required) —

  Please provide a list of staff resources, with identification of principals and key personnel, who will to provide the services; experience and expertise of staff; local availability of staff; and role and responsibilities of each staff member. Any substitution of key personnel is subject to written approval of the City; unauthorized substitutions may result in termination of the contract. Present the qualifications and experience of the proposed key staff and any support staff and subcontractors for the scope of work. Resumes that include educational background and relevant project experience for all key project staff should be provided.

• Acknowledgment of City's Professional Services Agreement (PSA) (required) —

  The Proposer hereby confirms that they have read the City's Professional Services Agreement (PSA) and Proposer confirms that they meet the prerequisite insurance requirements and that if selected, firm will agree to enter into such agreement.

• Conflicts of Interest (required) —

  Has the Proposer identified any conflicts of interest or even potential conflicts of interest at this point in time regarding this RFP or performance of services stated in this RFP for the City?

• Conflicts of Interest - Explanation (required) —

  Please provide an explanation of all such conflicts or potential conflicts.

• Cost Proposal (required) —

  Please provide firm’s estimated fee for completing the Scope of Work. Provide a breakdown of your fee by task, identifying project team members, billing rates and estimated hours per task. Include hour and fee total by subtask and information of any other incidental cost, such as mileage, rate escalations, etc. Indicate the proposed compensation rate and structure for the described services. Provide the price of each component including optional services. Provide cost broken down by Percentage of gross sales and minimum guarantee per month.  

• Additional Information (if needed) —

  For any additional information requested or required by any of your previously provided answers or as stated within this RFP please upload the additional documentation here.

• Confirmation (required) —

  Proposer hereby confirms that the proposal and cost schedule will be valid and binding for ninety (90) days following the proposal due date and will become part of the contract negotiated with City for the term of the contract.

  Proposer further confirms that to the best of their knowledge, all information contained within this proposal is accurate at the due date and time for proposals.

• I have read the full RFP (PDF version) attached to this solicitation.
• City is Seeking? (required) —

  Is the City seeking a Contractor, a Consultant, or a Vendor?

• Brief Description (required) —

  Please provide a brief description of this RFP. Specifically, please fill in the highlighted area below:

  The City is seeking a qualified vendor/consultant/contractor to _______, as more particularly described in the Scope of Work below.

• Contract Term (intended) (required) —

  Please fill in the intended contract term in the highlighted area below:

   

  City intends to award a contract with an initial term of _____. 

  For example: "X years, with Y optional renewals for # of years each"

• Pre-Proposal Conference? (required) —

  Will there be a pre-proposal conference for this RFP?
  
  NOTE: Your answer here does not affect the Timeline. You will have to align your timeline with your answer here.

• Prevailing Wage Requirements? (required) —

  Do prevailing wage requirements apply to this RFP?

  If they may apply, select "Yes".
  
  **Visit California DIR Website for Prevailing Wage Requirements. 

• Cost Proposal (required) —

  Do you wish to receive cost proposals through the use of a line item pricing table within OpenGov Procurement? Or would you prefer to have cost/pricing information uploaded as a document or series of document?

• Contract Term Alignment (required) —

  Please fill in the intended cost breakdown in the highlighted area below:

  (NOTE TO STAFF: Ensure pricing matches the Contract Term)

   

  Provide cost broken down by ____.

  For Example: Fiscal Year for each of the 5 years of the initial contract term.