I. KEY INFORMATION FOR RESPONDENTS

Through this Request for Proposals, the Greenway Conservancy seeks an entrepreneurial partner (“Operator”) to envision, design, build, install, manage, and operate a vibrant outdoor activation (“Activation”) in Dewey Square Park, at the corner of Summer Street and Atlantic Avenue. The Activation may take the form of an outdoor concession, bar, kiosk, café, retail pop-up shop, market, activity, event or performance series, or other innovative concept that brings people together and enhances the experience of the plaza and surrounding district. The Conservancy is seeking proposals that are creative, welcoming, financially sustainable, and responsive to the unique character and potential of Dewey Square Park.

The intention is for the Activation(s) to be an ongoing presence on the site, whether daily or weekly, for the term that the Respondent proposes. For one time events, please fill out the Greenway Event Form instead.

The Activation should build on the Conservancy’s reputation as a welcoming and creative gathering place and must-visit destination in downtown Boston. With a visionary, committed, and collaborative partner, the Activation should complement The Greenway’s inclusive programming, engage new and diverse audiences, and provide an upbeat and welcoming space for all, while showcasing Boston’s status as a premier and innovative destination. The Conservancy will consider both for-profit and non-profit partnerships.

Before completing this application, please review the Dewey Square Activation RFP Instructions.

1. RELEVANT EXPERIENCE AND QUALIFICATIONS (<500 words)

- Describe your previous experience and key staff as it relates to the operations, expectations, and responsibilities. Please include any work highlighting the Respondent’s experience with the type of Activation proposed and with the high level of customer service required to meet the needs of the Conservancy. - Provide names and bios for company owners and staff/main contacts (e.g., general manager) that will be working closely on this project and collaborating with the Conservancy throughout the season.
- Include examples of experience with outdoor operations, retail space, and placemaking.
- List any relevant awards or media.
- Please provide information regarding past, present and potential clients or business relationships with other parties that either do pose or could pose a conflict of interest if the Respondent were selected.

2. CONCEPT (<2000 words)

The Conservancy seeks Respondents who can provide an attractive, exciting, contemporary, and innovative concept within a popular park that holds many events throughout the year. It is important that Respondents recognize they will be a critical contributor to the image of The Greenway and City of Boston, and a partner in maintaining high standards of operation.

Please describe your preliminary concept(s) and vision. This RFP is intentionally vague and Activations including, but not limited to, the following may be accepted: an outdoor concession, bar, kiosk, café, retail pop-up shop, market, activity, event or performance series, or other innovative concept that brings people together and enhances the experience of the plaza and surrounding district. The Conservancy expects to collaborate with the successful Respondent(s) to reach the final concept.

1. Hours of Operation - Propose hours, days, and term of operation. - General operating hours for The Greenway parks are from 7:00 a.m. - 11:00 p.m. Proposed hours would need to be approved by the Conservancy and City of Boston permitting. - Please provide a proposed weekly schedule and the proposed date range you would be interested in operating your concept. Please indicate if you are interested in winter operations. 2. Offerings – Describe your concept and why this will attract a diverse audience to this space on The Greenway. The Conservancy seeks a distinctive and family-friendly experience with high-quality and affordable options. Options that are welcoming and appealing to a wide range of visitors are encouraged. The Conservancy can work with the Operator to curate food trucks to complement the Activation, but as truck availability and interest may vary, Respondents can also propose on-site food and snack options. - For commercial applications: Please provide a sample menu and/or product/service list with prices. - For commercial or not for profit applications: Please describe how you believe your concept fills a gap or creates a meaningful, exciting addition to the Dewey Square location. 3. Equipment and Site Plan – Equipment and Site Plan – The Conservancy will work closely with the Operator on the final site plan and layout. The Operator will be responsible for purchasing, supplying, or otherwise obtaining all equipment and infrastructure necessary for the operation of the Activation. Respondents are encouraged to present a preliminary idea using a mobile or contained facility. The Conservancy expects equipment of a premium quality and design to create a fun ambience that is consistent with the location and The Greenway brand. Equipment can be stored on-site within a wrapped, contained structure or attractive storage solution, with preference given to efficient solutions. Some operational materials may be able to remain on-site at all times with Conservancy approval such as select barriers, tables, chairs, furniture, bathrooms, and lighting, if they are secured and incorporated into storage space or can be used by the public outside of the Activation’s operating hours. On-site equipment and storage must be provided and maintained by the Operator. - Share the design concept for your space including the overall look and feel of the Activation, the type of atmosphere you are hoping for, and the aesthetics of the brand and infrastructure.
- Share your ideas for on-site equipment and layout. Please include: - A diagram of the layout and list of on-site equipment during operations with dimensions. Please note that alcohol-based concepts will require an entrance, at least two exit points, non-permeable barriers around the site, and bathrooms - A diagram of the layout and list of on-site equipment while closed with dimensions. The Conservancy understands some aspects will need to remain on-site while closed, though will work closely with the Operator on how these are laid out to minimize disruptions to other operations and events, while maintaining the visual standards of The Greenway. Priority will be given to Respondents that propose a layout with the least amount of on-site equipment during off-hours, unless it is publicly accessible and beneficial.
- List and describe the contractors, vendors, parties, etc. who will be responsible for constructing and maintaining the infrastructure and equipment. - Photos or renderings of overall aesthetic and key proposed equipment (storage options, retail booths, bars, seating, etc.) should be included.

Note: You may encounter errors if you submit your application with large file attachments. If you have this issue, please email all attachments or your complete PDF proposal to vending@rosekennedygreenway.org.

3. OPERATIONS PLAN (<1000 words)

Please describe your operations plan, addressing the following: 1. On-site Operations – The Conservancy operates the parks to be clean, sustainable, and safe, and expects the Respondent to do the same. - Staff and subcontractors: List the roles of the personnel that will be: - the primary contact(s) for the Conservancy on daily operations - present at the Activation, including site managers, bartenders/staff/baristas and/or security personnel. Include descriptions of uniforms and/or branded apparel that will be worn during operations. - responsible for building out and maintaining the site - any other subcontractors involved - Cleanliness: Describe what measures will be taken to reduce spills, litter, etc., and how the Activation location will be kept clean during operations. The Operator must remove all trash generated by on-site operations daily; please indicate how you would accomplish this. The Conservancy has an existing competitively bid contract with Block by Block for trash, litter, recycling, and other basic services. If the Respondent is interested in subcontracting these services, the Conservancy can provide a quote based on anticipated need. Outside subcontractors may be utilized with the approval of the Conservancy. Please recognize that Greenway parks are highly visible from almost all angles, which means that “back of house” must be small and tidy. There are no on-site dumpsters. - Utilities: Please review Diagram 1 and 2 on Pages 9 and 10 of the RFP PDF attached on Page 1 of this application for the exact available utilities. Describe needed utilities and indicate these on your layout (eg. electricity, lighting). If the Respondent is interested in adding more utilities at their own cost, please provide the specifications. - Sustainability: Describe how operations will incorporate elements of environmental sustainability (packaging, waste reduction, recycled products, disposal, etc.). Due to safety concerns, no glass containers meant for onsite consumption are allowed in Greenway parks. - Weather: Describe plans for foul-weather operations and how this will be communicated with the Conservancy. The Conservancy will expect timely communication about weather plans. - Programming: Describe ideas, plans, or schedules for any Operator hosted programs or series you may be interested in having. - Private Events: Because The Greenway is a public park, private event opportunities are limited. Private events should not require any additional fees or minimums, and the generated revenue from sales at these events must be reflected in the monthly gross revenue reporting. Indicate if you are interested in hosting private events and describe the process of booking a private event and what the space allocated for private events will look like. - Bathrooms: (For alcohol concepts only) The Operator is expected to provide port-a-potties/bathrooms on-site per permitting requirements; these must be contained in a visually appealing structure. Describe initial ideas on this topic. 2. Set-up and Breakdown – Public safety is of extreme importance whenever vehicles or equipment are being moved through The Greenway. Operators must always give pedestrians the right-of-way and must avoid driving vehicles on the park during high commuter hours (7 a.m. - 9 a.m. and 4 p.m. - 6 p.m.). - Load-in and load-out: Describe how infrastructure will be loaded on to and removed from The Greenway, taking into account whether materials will need to be brought to the site each day for operations. - Delivery and restocking: Describe realistically how and when deliveries will be made, and who will be responsible for deliveries and restocking during the season. - After hours: Equipment may be stored within a lockable and attractive on-site storage solution. Please identify how this storage and other on-site materials will be secured. The Respondent should understand it is responsible for securing its own products. The Conservancy is not responsible for any theft or damage to the Respondent’s property though should be notified if this ever occurs. Security cameras are allowed to be installed and managed by the Operator. - Site maintenance: Describe how equipment and the site will be maintained and by whom, eg. if repairs need to be made throughout the season. 3. Branding and Marketing – The Conservancy seeks a partner that will invest in both the creation and marketing of a signature experience consistent with The Greenway. As the Activation will be located in a public park, the on-site branding must be subtle or required to match The Greenway park and brand standards. The Greenway brand must remain the forward brand throughout the parks. - Name: Please include the suggested name for the Activation. The name must include “The Greenway”. - Branding and Signage: Describe the wayfinding and signage that will be used during operations on-site to identify and promote the Activation, such as on movable standalone signs or season-long infrastructure (fencing, bar, storage area, bathrooms, etc.). Only one (1) off-hours branding opportunity is permitted, meaning the area cannot have multiple signs that stay out during non-operational hours. The Conservancy will need to approve all on-site branding and signage and reserves the right to obtain sponsors in this area and to display its own branding and sponsor recognition. - Marketing Plan: Include the marketing plan for either owned or bought media that will be used to promote the Activation. This should include the messaging strategies, the brand voice for the Activation, content and campaign ideas, the creation of any unique social channels for The Greenway location (if desired), and frequency at which messaging will occur. 4. Alcohol Safety (if applicable) – Permits for serving or consuming alcohol must be obtained and all applicable City and State laws, ordinances, rules, and regulations apply. - Describe your permitting plan. The permitting plan should include the procurement of alcohol licenses with the City of Boston for the duration of the Activation season. - Describe your security plan, e.g. methods for checking IDs and ensuring alcohol does not leave the designated area of service. This must include ID checking at each entrance and providing wristbands or stamps to all patrons, both 21+ and not, within the Activation.

Note: You may encounter errors if you submit your application with large file attachments. If you have this issue, please email all attachments or your complete PDF proposal to vending@rosekennedygreenway.org.

4. STATEMENT OF INTENTION

Please select “I agree” below to acknowledge that your business will produce the following documents as agreed upon prior to contract signing in order to operate on The Greenway:

- Copies of all necessary permits required for vending from the City of Boston and the Commonwealth of Massachusetts, including Health, Inspectional Services, and (as needed) Fire Department permits from the City of Boston. - Certificates of Insurance listing the Greenway Conservancy, City of Boston, and Massachusetts Department of Transportation as additionally insured with waiver of subrogation. - Sales and gross revenue reports for Greenway operations by day and month. - Copy of federal W9 form.

I agreeI do not agree

5. FINANCIAL PROPOSAL

If your concept does not include the exchange of goods, services, or other monetary value, you may skip this section.
The Conservancy is excited to partner with an Operator to create a placemaking and revenue generating opportunity. The Operator will be responsible for providing the upfront investment, operating costs, and facilities necessary for the Activation operations.
Please complete the attached Pro Forma Template with expected costs, revenues, and a revenue-sharing model that includes both a monthly site fee as well as a percentage of gross revenues.

Please upload your completed Financial Proposal here:

6. OPERATION TIMELINE

Please complete the Operations Timeline Template with the project outline from planning and design to the first operating day.

Please upload your completed Operations Timeline here:

III. ADDITIONAL INFORMATION ON RESPONDENT SELECTION

The Conservancy reserves the right to reject any or all responses if it determines that such action is in the best interest of the Conservancy. The Conservancy reserves the right to modify, suspend or cancel this procurement at any time at its sole discretion. Responses which do not meet basic requirements or those which fail to meet minimum standards on any single evaluation criteria may be disqualified. In addition, the Conservancy may reject any response that contains contingencies, additions not called for, omissions, errors, or irregularities of any kind; provided, however, that the Conservancy reserves the right to waive any and all informalities or irregularities, and may elect to accept any omitted materials or information subsequent to submission.

The Conservancy will have no obligation to treat any information submitted to it in response as proprietary or confidential, and information submitted to the Conservancy may be subject to disclosure pursuant to the Massachusetts Public Records Law. The Conservancy will have the right to use all or portions of the Respondent’s submittal and accompanying information as it considers necessary or desirable in connection with the project in question. By the submission of the required information and materials, the Respondent grants to the Conservancy an unrestricted license to use such information and materials in connection with such project.

After receipt of proposals, the Conservancy may, at its discretion, interview one or more Respondents, during which time such Respondent will have the opportunity to present its proposal and respond to questions; no statement by a Conservancy employee at any such interview is binding on the Conservancy. The Conservancy reserves the right to award final contracts on the basis of initial offers received, without discussions or requests for best and final offers. Selection of a Respondent does not imply that every element of that proposal has been accepted.

The Respondent’s proposal in response to this RFP will be incorporated into a final contract between the Conservancy and the selected Respondent(s). If a Respondent is selected but proves unable to meet requirements necessary for contract signing, the Conservancy reserves the right to select another Respondent. Respondents not selected within this RFP process may be engaged for future opportunities that arise.

2027 Dewey Square Activation Request for Proposals