REQUEST FOR PROPOSALS

For the Operation of Food and Beverage Truck(s) at Special Events in the Village of Ardsley / Ardsley Parks.

ISSUE DATE:    March 14, 2022

INFORMATION:  9:00AM to 4:00PM. Inquire at Village Hall, 507 Ashford Ave, Village of Ardsley, NY

CONTACT: (914)693-1550 or email ardsley@ardsleyvillage.com for information or questions. The Village website will be primarily used for submitting the documents.  

PROPOSAL DUE DATE: Open throughout the year.

REQUIRED SERVICES AND LOCATIONS:

The Village is seeking food truck vendors interested in participating in various Village sponsored events during the year. If a vendor would like to be placed on our list of approved food truck vendors, the following documents must first be submitted:

• A copy of your up-to-date Westchester County mobile food permit or catering license
• Insurances Forms

The Village reserves the right to select the participating vendors for each event based on such criteria as number of trucks needed, type of food desired, cost of vendor food, etc. Prior poor performance of vendor may subject the vendor to removal from the list at the Village's discretion. Participation will be subject to the approval of the Village Manager.

VENDOR SPACE:

Vendor space at any Village location will be determined by the Recreation/Highway Departments. Power is the responsibility of the vendor.

VENDOR REGISTRATION ACCEPTANCE:

All documentation is due 60 (sixty) days prior to the event. All permits, licenses, and insurance must also be provided with the application or approval will not be granted.

STATE AND LOCAL REGULATIONS:

• The vendor shall comply with all Federal, State and local laws, rules and regulations.
• Vendors selling taxable items must display a valid NYS Certificate of Authority.

ON-SITE EXPECTATIONS:

Vendors must be open and ready to serve the public for the period specified by the Village for each event. Arrival and departure is to be scheduled with designated Village personnel. Each vendor is responsible for the attractive display of their products and keeping the inside of their spaces in a neat, clean and safe condition. The vendor must handle all payments with no involvement of the Village. Cellular service should be adequate at the site, but is not guaranteed by the Village. All vendor spaces must be left in the condition in which they were found.

INSURANCE / INDEMNIFICATION :

VENDOR REGISTRATION ACCEPTANCE:
 

To continue as a food truck vendor for the Village of Ardsley, you must have a current certificate on file with the Village.

To see a sample Certificate of Liability Insurance, click here. 

INSURANCE / INDEMNIFICATION:

ALL INSURANCE REQUIREMENTS MUST BE ADHERED TO. READ CAREFULLY. Vendor agrees to indemnify the Village of Ardsley from any and all claims associated with Ardsley Events. Vendor agrees to name the Village of Ardsley as “additional insured” and provide proof of insurance with waiver of subrogation to the Village for approval. In the description box, the text must read “The Village of Ardsley, and its agents, assigns, consultants and staff are listed as additional insured for the all Village of Ardsley events. Waiver of Subrogation applies in favor of the certificate holder.” The Vendor will provide 60 (sixty) days written notice to the Certificate Holder named on the certificate if any policy listed on the certificate is cancelled prior to the expiration date. In addition, the vendor will send out a new certificate within 60 days of any listed policies expiration date in order to maintain a place on our vendor list.

Coverage must include at a minimum, $1 million dollars per occurrence and a $2 million aggregate for general liability coverage, and a $2 million aggregate for Products/Completed Operations coverage. The General Liability policy must include the endorsement Products/Completed Operations Hazard Redefined (CG 24 07) or an equivalent (granting products coverage on the premises where the food truck operates).  In addition $1 million Combined Single limit for Commercial Auto Coverage, Statutory Workers Compensation coverage with a minimum $100,000/$100,000$$100,000 limit for employers liability where applicable along with $1 million umbrella coverage.

The undersigned vendor also agrees to all terms and understands that the Village of Ardsley is not responsible for loss, damage or personal injury and auto damages due to Vendor’s participation at the Village of Ardsley events.

Zero Waste Guidelines:

The Village of Ardsley is urging all approved food vendors agree to abide by the Village's Zero Waste Vendor Guidelines. The goal at a Zero Waste event is to plan ahead and distribute only materials that are recyclable (not any materials that will be sent to a waste incinerator). Zero Waste  events  are  a  great  way to not  only show  our  commitment  to  the  environment,  but  to  create  a  living  model  of  Zero  Waste  for  event  participants  and  the  community.  As a food vendor handing out products at this event, you are the key to the success of our Zero Waste goal.

By reviewing and acknowledging the Zero Waste Vendor Guidelines, food vendors attending Village of Ardsley events are committeed to handing out only recyclable materials to the public.  We have included local recycling guidelines with this contract so you can know which types of containers and packaging will acceptable. Remember, if  an  item  is  not  recyclable  locally,  we  cannot  recycle  it,  even if your supplier has told you it can be recycled. If you have any questions as to whether your items are considered recyclable or compostable, please email ardsley@ardsleyvillage.com. Our Zero Waste goal is simple to attain if you plan ahead of time for the types of materials you will be providing at the event. 

Please consult the the list of sample Zero Waste suppliers here. Inclusion of this list does not constitute a "recommendation" or "endorsement" by the Village of these vendors. They are provided as a resource.

Vendors are urged to hand out only recyclable service ware. Here are some ideas to help you achieve this goal:

• Whenever possible, offer finger foods so as to use fewer utensils. Food items generate a minimal amount of waste for either trash or recycling.
• Consider replacing plastic bowls (for serving chili and soups) with bread bowls and using cones for ice cream. Paper napkins are compostable and can replace bulkier plates.
• If you must use plates, cups, bowls, cutlery, etc., do not use Styrofoam or non-recyclable plastics.

Required Single Day Food Truck Permit:

Once the vendor has been added to the list of approved vendors, all food trucks or mobile food vendors must apply for the Single Day Food Truck Permit application found here once they are contacted about vending at a particular event. Click the link and register for an account to purchase a one-time permit. Permits are $100 each. The applications must be filed at least three weeks prior to the event in question.