REQUEST FOR PROPOSAL (RFP) CAFE SERVICES
Hawthorn Farm Athletic Club  
Issued: July 15, 2025 through August 24, 2025

1. Introduction

Hawthorn Farm Athletic Club, a premier health and wellness facility located at 4800 NE Belknap Ct, Hillsboro OR 97124, is seeking proposals from qualified food service businesses to operate a café within our premises. The Café will serve members onsite, enhancing the private club membership experience. It is recommended that the proposed business also includes additional revenue streams such as grab & go sales or pickup and delivery services for the surrounding community. We invite experienced and innovative café operators to submit proposals that will operate synergistically and complement HFAC’s focus on health, fitness, lifestyle, and customer satisfaction.

2. About the Health Club

HFAC offers a full range of amenities including a state-of-the-art fitness center, swimming pools, court sports, social events, group fitness studios, locker rooms, wellness services, and more. Our mission is to foster a healthy lifestyle and supportive environment for all members, and we seek a café operator that aligns with this vision.

3. Café Space & Resources

• Available Space: Small, well-designed kitchen with passthrough window and counter service area centrally located through the main lobby. Adjacent to a 50+ seat member dining and social area between the basketball courts and climbing wall. Additional outdoor patio seating is also available to members.
• Utilities: Included! Our priority is member experience.
• Fixtures: Includes walk-in refrigeration, storage with freezer, 3 compartment sink, handwashing sink, microwave, oven, 4 burner stove with flattop, 3 display cases including heat and cool, sandwich prep station with cooling and more.
• Operating Hours: Minimum of 5 days a week of consistent service hours during one, two, or three mealtimes.
• Added Revenue Streams: Potential to have HFAC sell your “grab and go” food and beverages through our front desk during all club hours, sell special menus during HFAC events, and/or offer food for pickup to the non-member community. HFAC is a private club that requires membership to enter. General operations will not be open to the public.

4. Scope of Work

The selected vendor will be responsible for:

• Daily café operations that enhance the member experience.
• Providing a menu with healthy, nutritious, and fitness-aligned food and beverage options (member requests include smoothies, salads, sandwiches, protein snacks, coffee/tea).
• Your own operating software, staffing, inventory and supply management, payment collection, and all other logistics needed to operate an independent business.
• Bussing and cleaning of HFAC’s member dining and social areas during your hours of operations.
• Compliance with all local health, food safety, and business regulations.
• A synergistic and professional relationship with Hawthorn Farm Athletic Club operations.

5. Proposal Requirements

Interested businesses should submit a proposal that includes:

• Your Company Profile – History, ownership, locations, and relevant experience
• Sample Menu – Including pricing, nutritional focus, and product sourcing
• Staffing Plan – Number of employees, roles, and hours of operation
• Marketing Strategy – Member engagement and promotional ideas
• Financial Proposal – Fee structure for your use of the space
• Licenses & Insurance – Proof of current liability insurance, food service certifications, and local business licenses or detailed plan to obtain them
• Additional – Any additional initial information you would like to share.

6. Evaluation Criteria

Proposals will be evaluated based on:

• Contribution to the HFAC membership experience
• Alignment with HFAC values and Mission – https://hfac.com/who-we-are/
• Synergy with HFAC operations and goals
• Experience and operational capabilities
• Menu quality and innovation
• Financial viability
• Customer service philosophy

7. Timeline

• RFP Issued: July 15, 2025
• Site Tours Available By Appointment: Email cafe@hfac.com to reserve a time on Sundays between 8 and 10am or 1 and 3pm. Please do not arrive unless a time is confirmed.
• Deadline for Emailed Questions: Midnight Sunday August 17, 2025
• Emailed Proposal Due Date: This RFP will close at Midnight on Sunday, August 24, 2025
• Selection Process: Proposals will be reviewed in the order they were received beginning August 17, 2025. A short list will be selected for follow up.
• Expected Café Opening Date: Fall 2025. Ability to promptly serve HFAC members is a top priority, but opening date allowances may be made for the best long-term fit.

8. Submission Instructions

Please submit proposals via email (PDF format preferred) to:

Café Committee
Hawthorn Farm Athletic Club
cafe@hfac.com

Please do not disturb the in-club Operations team. This July/August is part of an extremely busy summer season. Questions may be submitted to cafe@hfac.com and will be responded to within 5 business days.

9. Additional Information

A scheduled site visit is strongly encouraged to understand the location and amenities available. Site tours are available by appointment. Email cafe@hfac.com to reserve a time on Sundays between 8 and 10am or 1 and 3pm. Please do not show up unless your appointment time has been confirmed.

We look forward to partnering with a passionate food service operator to enhance our member experience, collaborate with another local business, and contribute to a healthier Hillsboro!