Catering Services

Agency: Charlotte Douglas International Airport
State: North Carolina
Level of Government: State & Local
Category:
  • S - Utilities and Training Services
Opps ID: NBD17531784759423047
Posted Date: Jan 10, 2021
Due Date: Feb 18, 2021
Source: Members Only

Catering Services

The goal of this RFP is to create multiple contracts for catering services, to be used for numerous event types. Event types are typically meetings, luncheons, new-hire orientations, City, state, or federally declared emergency events (pre-, during, and post-event), and trainings. Each event requiring catering services will have a varying number of persons and thus an estimated headcount is not available, nor is a schedule of upcoming events. Event details will be provided to the Company when services are needed.

Type Request for Proposals
Solicitation Number FY21-RFP-07
Department Charlotte Water
Category General Services
Commodity Code(s) 39000, 95230, 95236, 96115, 96219, 96240, 96347
Attachments
FY21-RFP-07 Catering Services (final).pdf

FY21-RFP-07 Pricing Sheet.xlsx
Pre-Bid Date & Time 1/20/2021 11:15 AM
Pre-Bid Location The link below should be used to register as an attendee. Refer to Section 2.3 for registration details.
https://charlotte.webex.com/charlotte/onstage/g.php?MTID=eaf68ae373c854bf10e7d9fac90dfe150
Bid Due Date & Time 2/17/2021 2:00 PM
Bid Opening Location Companies wanting to be considered for providing the required services to the City should submit an electronic proposal to Ryan Lingholm at ryan.lingholm@charlottenc.gov . Proposals must be in searchable PDF format (spreadsheet file format for pricing) only and sent as an attachment to the email (Companies may not provide a link to the document). PDF attachments must be limited to less than 50 MB. Hard copies will not be accepted. The subject line of the email shall include “FY21-RFP-07”.
For questions please contact Ryan Lingholm
ryan.lingholm@charlottenc.gov
Additional notes

Attachment Preview

REQUEST FOR PROPOSALS
CATERING SERVICES
RFP # FY21-RFP-07
CITY OF CHARLOTTE
NORTH CAROLINA
JANUARY 6, 2021
REQUEST FOR PROPOSALS
RFP # FY21-RFP-07
Catering Services
JANUARY 6, 2021
Dear Company:
Charlotte Water, a department of the City of Charlotte, North Carolina, is now accepting Proposals
for Catering Services. The requirements for submitting a Proposal are stated in the attached Request
for Proposals (the “RFP”). Please review them carefully.
A Non-Mandatory Pre-Proposal Conference with a for the purpose of reviewing the RFP and
answering questions regarding the Services will be held on January 20, 2021 at 11:15 a.m. via a
Webex video presentation. Please have a copy of the RFP with you at that time. The link below
should be used to register as an attendee. Refer to Section 2.3 for registration details.
https://charlotte.webex.com/charlotte/onstage/g.php?MTID=eaf68ae373c854bf10e7d9fac90dfe15
0
An electronic copy of the RFP in Microsoft Word format may be obtained by contacting Ryan
Lingholm at Ryan.Lingholm@charlottenc.gov.
All Proposals are due via email, per the enclosed instructions in Section 2.4, no later than February
17, 2021 at 2:00 p.m. RFP questions must be directed to Ryan Lingholm, Procurement Division,
per the enclosed instructions in Section 2.2. The City is an equal opportunity purchaser.
Sincerely,
Ryan Lingholm, CPPB
Procurement Officer
cc: RFP Project Team
RFP file
Checklist for submitting a Proposal:
Step 1-Read the document fully.
Steps 2-If you have any questions send them before the deadline listed in Section 2.1.
If you plan to submit a Proposal you must follow this checklist, and must include everything
detailed below.
Proposal Format - Proposals should be formatted as follows:
Cover Letter per Section 4.1.1
Proposed Solution per Section 4.1.2
Section 6, Form 1, Addenda Receipt Confirmation
Section 6, Form 2, Proposal Submission
Section 6, Form 3, Pricing Worksheet
Section 6, Form 4, MWSBE Utilization
Section 6, Form 5, Company’s Questionnaire Response
Section 6, Form 6, References
Section 6, Form 7, Certification Regarding Debarment, Suspension and Other
Responsibility Matters
Section 6, Form 8, Byrd Anti-Lobbying Certification
Section 6, Form 9, Safety Assessment
The above items constitute all that must be included in the Proposal. If awarded a contract, you
will be required to provide an insurance certificate that meets or exceeds the requirements set forth
in Section 7.
It is the Company’s responsibility to check the following URL for any addenda or changes
to this Project.
http://charlottewater.org/opportunities
Table of Contents
TABLE OF CONTENTS
1. INTRODUCTION. .................................................................................................... 1
1.1. OBJECTIVE. .......................................................................................................... 1
1.2. DEFINITIONS. ....................................................................................................... 1
1.3. ACCURACY OF RFP AND RELATED DOCUMENTS. ................................................ 3
1.4. CITYS RIGHTS AND OPTIONS. ............................................................................. 3
1.5. EXPENSE OF SUBMITTAL PREPARATION. .............................................................. 4
1.6. PROPOSAL CONDITIONS. ...................................................................................... 4
2. PROCUREMENT PROCESS.................................................................................. 9
2.1. SCHEDULE AND PROCESS. .................................................................................... 9
2.2. INTERPRETATIONS AND ADDENDA. ...................................................................... 9
2.3. PRE-PROPOSAL CONFERENCE. ........................................................................... 10
2.4. SUBMISSION OF PROPOSALS. .............................................................................. 10
2.5. CORRECTION OF ERRORS. .................................................................................. 10
2.6. EVALUATION. .................................................................................................... 11
2.7. CONTRACT AWARD BY CITY MANAGER. ........................................................... 11
2.8. VENDOR INCLUSION........................................................................................... 11
3. SCOPE OF CATERING SERVICES.................................................................... 12
3.1. BACKGROUND.................................................................................................... 12
3.2. GENERAL SCOPE. ............................................................................................... 12
3.3. CATERING SUPPLIES. ......................................................................................... 13
3.4. LOCATIONS, PICKUP, AND DELIVERY................................................................. 13
3.5. FOOD AND BEVERAGES...................................................................................... 13
3.6. DIETARY RESTRICTIONS. ................................................................................... 14
3.6.1.1. ALLERGIES (GLUTEN OR WHEAT, FISH AND SHELLFISH, SOY, LACTOSE OR
DAIRY, PEANUTS AND TREE NUTS, EGGS, CORN, ETC.)................................................. 14
3.7. DECLARED EMERGENCIES.................................................................................. 14
3.8. QUALITY AND SAFETY. ...................................................................................... 15
3.9. SERVERS. ........................................................................................................... 15
3.10. PRICING. ............................................................................................................ 15
4. PROPOSAL CONTENT AND FORMAT. ........................................................... 17
4.1. PROPOSAL CONTENT.......................................................................................... 17
5. PROPOSAL EVALUATION CRITERIA. ........................................................... 19
5.1. QUALIFICATIONS, EXPERIENCE, AND TECHNICAL AND FINANCIAL RESOURCES. 19
5.2. PROJECT APPROACH/PROPOSED SOLUTION........................................................ 20
5.3. COST EFFECTIVENESS AND VALUE. ................................................................... 20
5.4. MWSBE INCLUSION EFFORTS. .......................................................................... 20
5.5. ACCEPTANCE OF THE TERMS OF THE CONTRACT. .............................................. 20
REQUIRED FORM 1 - ADDENDA RECEIPT CONFIRMATION ......................... 21
REQUIRED FORM 2 - PROPOSAL SUBMISSION FORM .................................... 22
CATERING SERVICES
RFP# FY21-RFP-07
JANUARY 6, 2021
i
Table of Contents
REQUIRED FORM 3 - PRICING WORKSHEET..................................................... 24
REQUIRED FORM 4 – M/W/SBE UTILIZATION ................................................... 25
REQUIRED FORM 5 – COMPANY’S QUESTIONNAIRE RESPONSE ............... 27
REQUIRED FORM 6 – REFERENCES ...................................................................... 30
REQUIRED FORM 7 – CERTIFICATION REGARDING DEBARMENT,
SUSPENSION AND OTHER RESPONSIBILITY MATTERS ................................ 32
REQUIRED FORM 8 - BYRD ANTI-LOBBYING CERTIFICATION................... 33
REQUIRED FORM 9 - SAFETY ASSESSMENT ...................................................... 34
CITY CONTRACT TERMS AND CONDITIONS ..................................................... 35
CATERING SERVICES
RFP# FY21-RFP-07
JANUARY 6, 2021
ii
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