SLED Opportunity · CALIFORNIA · ENGINEERING
AI Summary
The City of Vista seeks proposals for concession services at Moonlight Amphitheatre for up to five years. Services include food and beverage sales during summer musicals, special events, and facility rentals. Vendors must manage POS systems and preferably have alcohol licensing. Proposals are due by March 31, 2026.
The City of Vista is soliciting written proposals for Moonlight Amphitheatre concession services. The City will enter into an agreement for up to five years with one selected Vendor.
Vendors may submit proposals as a single firm with in-house capabilities or as a primary vendor with sub-vendors to provide the RFP services. For specialized work for which the prime vendor will require a sub-vendor, the prime vendor will serve as an administrative liaison between the City and the sub-vendor. The prime vendor mark-up for sub-vendors shall not exceed five percent (5%). The City reserves the right to request proposals from other firms throughout the Agreement term for special projects requiring unique qualifications.
Schedule & Capacity
The summer season has been in operation at the open-air Moonlight Amphitheatre in Brengle Terrace Park in Vista for over 40 years. The summer season generally runs from May through October and consists of five Broadway-style musicals with fourteen (14) performances of each musical and a youth (8-18 years) theatre production for five (5) performances over two weekends. In order to ensure that a concessionaire is in place by the first show taking place on April 29, 2026, the timeline for this RFP has been expedited. The city is seeking a vendor that will be able to begin operations in this timeframe.
Average nightly audience for the musicals is 1,000-1,500 people with an annual summer attendance of approximately 75,000. Musical performances typically begin at either 7:30 PM or 8:00 PM, Wednesday through Sunday evenings, with gates typically opening at either 6 PM or 6:30 PM. Food and beverage service is typically available to patrons starting two hours before the performance and continuing through the end of intermission. Once the performance begins, concession operations are required to limit activity to avoid disrupting the production. If the performance includes an intermission—typically lasting 15 to 20 minutes—concession service can resume as usual during that time. The concessionaire typically does not operate after the performance concludes.
In addition to the summer season, Moonlight offers a Presents Series in the amphitheatre throughout the year, typically in the months of March, April, May, July, August and October. These may be one-night-only events or span two to three days in a row. The same patron service and concessions procedures for summer season productions are observed during Presents events.
Most patrons dress casually for the summer season musicals and Presents events.
Shows are viewed by patrons from fixed stadium seating and lawn chair seating on grass areas throughout the venue. There are 904 fixed stadium seats, 368 reserved lawn seats, and capacity for over 700 additional patrons in general lawn seating area. Venue capacity is approximately 2,000.
Patrons are permitted to enter with picnic items, ice chests, and blankets; smoking is prohibited within the amphitheatre gates and guests are not permitted to bring alcohol into the amphitheatre. Bag checks are performed at the entrance to ensure compliance.
Concessions are the primary service, and any catering would be rare and on an as-needed basis. For instance, the City’s philanthropic partner, the Moonlight Cultural Foundation, may require catering for select events.
Free Community Event
Every December, Moonlight offers a free community event themed around the holidays. This event runs for three weeks in December for 3-4 nights a week from 5:30 PM to 8:30 PM. This event focuses on a holiday light show with extra activities such as live animals, pictures with Santa and kids crafts. Attendance at this event is between 1,500 and 2,500 people per night.
Independence Day
The City hosts an annual Independence Day celebration that typically includes a fireworks display every July 4, and there typically is a concert at the Moonlight Amphitheatre for which patrons can pay to attend. Concessions are open on July 4. While City has typically had Vendor operate concessions on July 4, City reserves right not to use Vendor.
Facility Rentals
From October through April, the amphitheatre is available to the public as a rental facility. If renters require food, the concessionaire is offered first right of refusal to provide concessions for the event, except for Moonlight Cultural Foundation (MCF) events. Currently, MCF events are included in the annual calendar of events at the Moonlight Amphitheatre that the concessionaire is required to staff.
Other Events
March 2025 was the first time a cannabis event was hosted at the Moonlight Amphitheatre. Concessions were open in the amphitheatre; however, third-party food and beverage vendors, such as food trucks, were in the parking lot and available to patrons. The City does not guarantee any future cannabis events or any other facility rentals. Note, that there was not a cannabis event in March 2026. Additionally, the concessionaire is the only operator during summer season musicals, Presents events, Independence Day, and the free-holiday themed community event.
Kitchen & Equipment
The primary concession facility is in the Moonlight Amphitheatre patio area. The facility consists of a 38’6” x 13’9” kitchen space. A list of City-owned equipment is detailed in the table below:
| City-Owned Concession Equipment List | Quantity | Description |
| Commercial Hood/Fire Suppression | 1 | Suppression Brought Up to Code Plus Annual Inspection |
| Commercial Ice Maker | 1 | Hoshizaki KM-901MAH Cube Rate 738lbs/24hr-- Hoshizaki B-700PF 700-lb Storage Bin--Hoshizaki HS-2034 Top Kit |
| Commercial 3-Bay Sink and Attached Dishwasher Unit | 1 | CMA AH-2 60 Rack/HR Door Type Dishwasher Unit, Side Tables on Right and Left |
| Commercial Refrigerator (Full Size) | 2 | Everest Refrigerator ESR2 48 Cu Ft, (6) Shelves, 2 Doors, Reach In, Casters |
| Commercial Freezer (Full Size) | 2 | Everest Refrigerator ESF2 48 Cu Ft, (6) Shelves, 2 Doors, Reach In, Casters |
| Built-In-Walk-In Cooler | 1 | Commercial Coller Inc. MFG: Walk-In Cooler & Freezer, 116” x 92” x 80.5” |
There are two walk-up windows for snack bar service and a large, covered patio with tables and chairs to seat 60-80 for dinner. There is approximately 177 square feet of preparation room adjacent to the kitchen. A second snack bar concession, approximately 50 square feet, is located next to the lighting booth at the rear center of the amphitheatre. This concession has shelves and a roll-up door over the serving counter. Previous concession beverage service has included fountain soft drinks, coffee, beer, and wine. Any other necessary and/or requested equipment would be the sole responsibility, including cost, of the concessionaire.
Additional Information
The Moonlight Amphitheatre has sponsors; however, none is for food or beverage services.
There currently is no exclusivity with a soft beverage company.
The vendor shall be responsible for their own point-of-sale (POS) system.
The current concessionaire does not serve liquor. However, the City would prefer a vendor who can obtain necessary and proper licensing to serve beer, wine, liquor, and other alcoholic beverages.
To the best of the City’s knowledge, grilled cheese is the best-selling item currently, followed by chicken tenders and fries. City recommends proposed menus have variety because subscribers to the musicals attend the Moonlight Amphitheatre monthly. Because there is a strong patron base, some changes to the menu are needed each year. One option, which is not required, is to have menu items complement the different musical performances.
For the Presents concerts, patrons typically prefer Coors Lite to IPA beers.
The most recent concessionaire has been operating at the amphitheatre since 2021. The current concessionaire reported $783,561.50 in gross sales (including snack bar operations, beer and wine bar, sit-down dinners, and any special event catering) to the City for 2024.
About two seasons ago, the City started sending a voluntary post-show survey to patrons, which mainly includes questions on demographics; however, City has the capability and right to survey patrons on other topics, including but not limited to, food and beverage service.
There is a ground-floor storage area that may be used by the concessionaire.
The information provided above is generalized information regarding the Moonlight Amphitheatre and is subject to change.
The proposal clearly and thoroughly describes the proposed use of Moonlight Amphitheatre facilities. All questions are answered and provide sufficient detail.
The proposal clearly describes the equipment that will be used in the facilities and outlines what equipment will need to be purchased. The proposal includes a thoughtful plan of long-term equipment use that is realistic and aligned with City needs/goals for the facility.
Proposed sales methods will be evaluated based on creativity, thoughtfulness, and applicability/effectiveness. The selection committee will also evaluate if they believe the proposed sales method would be successful at the Moonlight Amphitheatre. The proposal requires sufficient explanation of how tools and technologies will be used in the proposed sales method, including the marketing plan.
Proposer has appropriate systems and staff in place to administer the program. If the proposer does not currently have enough staff to administer the proposed program, then they outline a plan to hire enough staff to do so.
Proposer and/or staff has experience administering the proposed program or similar programs. If the proposer does not currently have enough staff to administer the proposed program, then they outline a plan to hire staff with the necessary experience to make the program successful.
Proposals will be evaluated based on the creativity and fit of the menu(s) provided. The prices for each item on the menu will also be taken into consideration.
The selection committee will consider whether the agency is fiscally sound and able to provide proposed services.
Proposers must submit a license fee structure that is equal to or exceeds the current license fee structure, or a comparable alternative fee structure. Five points will be awarded for meeting the current fee structure. Fee proposals that exceed the current fee structure will be awarded more points. Current license fees are as follows:
Calculated on an annual basis, until City is paid the Budget Amount (defined in the table below), Vendor shall pay City eighteen percent (18%) of its total monthly gross sales for all events at the Facility. After the Budget Amount has been paid to the City, Vendor shall pay City sixteen percent (16%) of its total monthly gross sales for all events at the Facility. Vendor shall make payments to the City on a monthly basis. Vendor must provide a clear breakdown of all sales data to the City when reporting its sales to the City.
| Contract Year | Budget Amount |
| 1 | $80,000 |
| 2 | $80,000 |
| 3 | $86,000 |
| 4 | $92,450 |
| 5 | $99,384 |
After the first evaluation phase, City shall contact qualifying proposers to provide a sample tasting of the proposed menu items. This is also an opportunity for the City to engage directly with proposers and ask questions.
Please download the below document, complete, and upload as a PDF.
Please download the below document, complete, and upload as a PDF.
Upload proposal here as a PDF.
Describe services required
Enter not to exceed amount, EXAMPLE: $300,000
Is prevailing wage required?
If you answer yes, the following clause will be included in the RFP:
Discuss one generalized approach to time/budget management, documentation, requirements from the City, consideration for Consultant's workload at the time of the task order issuance, and quality assurance and quality control (QA/QC) program.
Are references required?
How many references are required?
one (1), three (3), five (5).
Maximum number of pages allowed for consultants' individual resumes
EXAMPLE:
one (1), two (2), three (3)
Complete the following sentence:
The cover letter shall be limited to:
EXAMPLE: two (2) pages, three (3) pages, etc.
How many pages shall the proposal be limited to?
EXAMPLE:
fifteen (15), twenty (20), etc.
The insurance certificate shall include the City of Vista and Buena Sanitation District, its officers and employees as insured or additional insured.
Select the option that is required for this project.
Q (No subject): Is there an equipment schedule available for review that shows plumbing, electrical, and dimensions?
A: While the City does not have an equipment schedule detailing plumbing requirements, electrical requirements, or dimensions, Section 1.2 lists City-owned equipment.
Q (No subject): Does the concessionaire have to acquire their own permits for food and alcohol service? And does the City provide any expedition for those permits?
A: Yes, the concessionaire is required to obtain all necessary permits to provide food and beverage service. While the City will be responsive, supportive, and collaborative, the concessionaire will need to lead permitting efforts.
Q (No subject): Is it possible to tour the facility to gain a better understanding of the concessions capabilities?
A: Due to time constraints and upcoming programming, the City is unable to accommodate tours prior to March 31. However, the proposer receiving the highest ranking in Phase 2 may have a tour of the premises prior to the commencement of contract negotiations.
Q (Recent Survey): Can you share the results of the recent survey that was concluded on 3/22?
A: The City is withholding the results of the survey at this time in the interest of ensuring fair and equal competition during this RFP process.
Q (No subject): Besides the license fees to the city, are there any other overhead costs associated with operating the concession stand? I.e. space rent, utilities etc. Also, what are the insurance requirements?
A: The City encourages interested parties to refer to the following sections of Attachment A - Sample Agreement: Section 5(B) details when monthly rent would apply. Section 12 details utilities for which City and Vendor are each responsible. Section 13 & Exhibit B detail insurance requirements.
Q (What type of liquor license is preferred for the venue?): For the liquor license - is the preference for a full liquor license? or Beer and Wine only?
A: Referencing Section 1.2, the City would prefer a vendor who can serve beer, wine, and liquor.
Q (Subcontracting Food Services): For a specialized meal pairing for a show, is the vendor free to contract with multiple vendor types - caterers, food trucks, concessionaires to meet the requirements?
A: Referencing Section 1.2, menu items that complement the different musical performances are not required. This is an example of how a vendor could have monthly changes during the summer season musical performances, which are typically from May-September each year. The City is open to hearing ideas on how a vendor would incorporate menu changes, but would prefer a vendor with the capacity to facilitate menu changes independently without another operator. Referencing Attachment A - Sample Agreement, Section 15 allows the vendor to sublet after first obtaining City's consent.
Q (Menu and Pricing Approval Questions): On the matter of city approval needed for menu and pricing changes 7 days in advance... Is the operator allowed to substitute an item, due to the sudden unavailability or recall of an item? As long as the product is comparable in nature, quality and price?
A: The City recognizes there may be operational challenges from time to time and would be collaborative and responsive in the event the menu would have to change in less than 7 days. However, the City recommends vendors propose menu items that are operationally feasible and that will generally be available.
Q (Storage Type and Security): How is the storage secured and what is allowed to be stored onsite? (e.g., can liquor be stored onsite? Furniture, heat lamps etc?)
A: The storage area has a locked door and and is behind two gates that are locked at the end of each day, preventing public access. Additionally, Brengle Terrace Park is locked nightly such that vehicles may not enter or exit.
Q (Community Relations): Are there any community or neighborhood groups that have concerns related to the shows, traffic, vendor load in and out times? Noise issues?
A: Not that we are aware of.
Q (Storage Access and Capacity): Can you share availability of accessing storage and the square footage of storage spaces available?
A: The kitchen is 38'6" by 13'9". There is approximately 177 square feet of preparation room adjacent to the kitchen. While City does not have the ability to measure the ground-floor storage area at this time, the preferred vendor would have the opportunity to tour the premises prior to entering into contract negotiations.
Q (Booking non-Moonlight Events Question): If the operator would like to book the venue for non-Moonlight events, how is that coordinated? What is the preferred timeline to commit to calendars? What, if any, infrastructure does the city or amphitheatre provide for these non-Moonlight events and is there a fee schedule?
A: The vendor would complete and submit a facility rental application to City staff. The City recommends submitting facility rental requests six months in advance. Vendor receives no preference over other renters. Please refer to moonlightstage.com/about-us/rentals for details.
Q (Weather Policy - Cancel, Postpone, Delay?): Do you have a weather policy - In the event of a weather cancelation/ "Rain out" - do you cancel, postpone? What type of notice do you give concessionaires for planning purposes to ensure costs are mitigated.
A: Moonlight Amphitheatre programming continues rain or shine; however, canceling programming due to inclement weather is at the discretion of City staff. City would notify vendor immediately before announcing to the public. Postponement would be circumstancial based on the type of programming.
Q (Alternative Vendors): If the city opts to use a cultural vendor, will the operator still serve as liaison for the event or will the city prefer to staff and coordinate alternative vendors? Follow up: If so, would the management fee of up to 5% still be applicable?
A: If City elects to use another vendor as referenced in Attachment A - Sample Agreement Section 4C, concessionaire will not be involved in coordiation and there will be no profit share.
Q (No subject): On the questionnaire section V, question H. "Do you have a merchant account?" What is this referring to?
A: A merchant account is a bank account that allows a business to accept and process electronic payments, like credit cards, debit cards, and sometimes digital wallets.
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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