Background
Haldimand County is a single-tier municipality which operates the soon-to-be-opened Hagersville Library + Active Living Centre, which includes a café. The café services are provided as a convenience and service for facility users and to generate revenue for the County.
Haldimand County is seeking interest from groups, organizations or businesses (herein referred to as ‘The Operator’) for the café operations at the Centre. The Operator is to provide quality products and excellent customer service in an affordable yet profitable manner at these locations, while keeping Haldimand County’s community values and culture at the forefront of their business plan.
This Hagersville Library + Active Living Centre will operate year-round and is home to the Hagersville Library – open six days per week – and the Active Living Centre, which includes a gymnasium space, multi-purpose programming room, commercial kitchen, and an atrium space. All rooms are available for rental and will host library and recreation programming throughout the year. Although this is a sampling of the projected users of the Hagersville Library + Active Living Centre, the County cannot guarantee specific uses or users at the facility.
Library operating hours
- Monday 10 a.m. to 5 p.m.
- Tuesday to Thursday, 10 a.m. to 8 p.m.
- Friday and Saturday, 10 a.m. to 5 p.m.
The Active Living Centre projected hours of operation (subject to change)
- Monday/Wednesday, 7 a.m. to 5 p.m.
- Tuesday/Thursday, 10 a.m. to 8 pm
- Friday, 10 a.m. to 9 p.m.
- Saturdays, 12 to 4 p.m.
Use of the Kitchen is available to the Operator when not in use for programming; a mutually-agreeable arrangement will be set in advance, and additional fees may apply.
Operator requirements
The Operator will be required to comply with all applicable laws and regulations, including those of the Grand Erie Public Health Unit, Ministry of Labour, etc.
The Operator will also be required to provide proof of having a Commercial General Liability insurance policy in the amount of $2 million – naming Haldimand County as additional insured, including but not limited to bodily and personal injury liability, extended bodily injury, property damage, products & completed operations liability, blanket contractual liability, premises liability, and contingent employer’s liability coverage.
Resources provided by Haldimand County
Some equipment will be provided by the County as outlined in Schedule ‘A' below. Site visits will be considered. Haldimand County is also responsible for supplying or providing:
- All necessary space to operate the food service;
- All capital equipment as identified in Schedule ‘A’ and delivery of same in good working condition on the Agreement start-up date;
- All necessary service and repair of County-owned capital equipment due to mechanical breakdown or ordinary wear and tear, not including any capital equipment owned by The Operator;
- All light, heat, cooling, power, fuel, hot and cold water, garbage removal (from dumpster) and pest control services;
- All daily garbage must be placed by the Operator in the appropriate dumpster; the location will be identified on-site.
- Maintenance services to the business premises and be responsible for a semi-annual professional cleaning of the exhaust system and grease traps in the kitchen area; and,
- Necessary capital improvements, including purchasing new or replacement capital equipment for all equipment identified in Schedule ‘A’, conditional upon demonstrated need and Council approval. All such equipment to remain the property of Haldimand County.
Submissions
The County is seeking to enter into a five-year agreement with The Operator at the Hagersville Library + Active Living Centre, with the option for a two-year extension by agreement of both parties.
Questions regarding this Expression of Interest process can be directed to Megan Horne, Supervisor, Community Programs, Community Programming & Partnerships Division; mhorne@haldimandcounty.on.ca or 905-318-5932, ext. 6134.
Submissions from interested parties will be accepted until 4 p.m., Tuesday, November 25, 2025.
Submissions can be made:
- by email to recreation@haldimandcounty.on.ca
- In person at the Haldimand County Administration Building, or
- by mail to 53 Thorburn Street South, Cayuga, to the attention of Megan Horne, Supervisor, Community Programs, Community Programming & Partnerships Division.
Submissions should include:
- Name of your group, organization or business
- Confirmation that the required insurance can be provided
- Experience in the operation of a café or food service
- Anticipated hours of operation, staffing, etc.
- Details of the food to be provided, including a sample menu and pricing. The County restricts the:
- Sale of gum, alcohol and cigarettes/vaping supplies via food services, concessions, and vending machines
- Use of peanut oil/peanut products that are used in the preparation of concession foods. This restriction does not include pre-packaged, ready-to-eat products that do not require on-site preparation
- Operator-proposed equipment to be installed
- Strategies to ensure financial feasibility
- Potential opportunities for collaboration with the County on activities that enhance programming and engagement values
- Two references
- Proposed monthly lease rate for a five-year (60-month) period (projected February 2026 to February 2031), with the option of a two-year (24-month) extension by agreement between both parties
- Name and contact information (mailing address, email, phone number) of the person submitting
Evaluation process for submissions
Submissions will be assessed by a team of Haldimand County staff based upon criteria including:
- Experience in the food services industry
- Business plan
- Menu items
- Community Impact (Value and Cultural Impact)
- Reputation and reliability
- Lease rate
Agreement with Haldimand County
While The Operator may not have exclusive rights to sell food and non-alcoholic beverages within the Hagersville Library + Active Living Centre, the County will ensure other providers will not be permitted to sell menu items that are in direct competition with The Operator (such as potential vending).
No other provider will be given rights to provide these services during the term of the Agreement unless mutually agreed upon by the County and The Operator.
Neither party shall be entitled to assign its interest in the Agreement or any portion thereof without the prior written consent of the other party.
