SOLICITATION REQUEST FOR

APPROVED CATERER POOL

FRANK W. MAYBORN

CIVIC & CONVENTION CENTER

Solicitation No. 44-01-26

City of Temple Purchasing Department 3210 E Avenue H, Building C

Temple, TX 77501 Phone: 254-298-5655

Email: purchasing@templetx.gov

SOLICITATION REQUEST

1. Purpose The City of Temple (“City”) is seeking qualified catering firms to establish an approved catering vendor pool (“Approved Caterer Pool”) for events held at the Frank W. Mayborn Civic & Convention Center (“Mayborn Center”). This solicitation request will provide clients renting the Mayborn Center with an approved list of caterers (“Caterers”) offering high-quality service, diverse menu options, and exceptional customer experience.

2. Approved Caterer Pool Term Approved Caterers will remain in the Approved Caterer Pool if in good standing through September 30, 2027. The City reserves the right to extend the term for one-year periods at its discretion prior to each annual renewal period.

3. Scope of Services

a. Caterers will be responsible for providing food and non-alcoholic beverage catering services for events at the Mayborn Center, which may include:

• Corporate meetings and conferences

• Weddings and social gatherings

• Community events and banquets

b. Services may include:

• Menu planning and customization

• Food preparation and presentation

• Staffing for service and cleanup

• Compliance with health and safety regulations

4. Minimum Requirements

a. Applicants for the Approved Caterer Pool must:

• Have the ability to execute a Catering Agreement with the City. A sample Catering

Agreement is provided as Attachment 1.

• Maintain required insurance levels provided in Attachment 1 - Catering Agreement.

• Agree to comply with the Mayborn Center Catering Policies Manual and other City policies. The Mayborn Center Catering Policies Manual is provided as Attachment 2.

• Maintain current health inspection certifications.

• Remain in good financial standing.

• Demonstrate experience in catering events of varying sizes (50-500+ guests).

• Offer diverse menu options, including accommodations for dietary restrictions.

b. Any deviations from the minimum requirements may immediately disqualify a Caterer from the Approved Caterer Pool and prevent them from servicing events at the Mayborn Center.

5. Client Selection Process

a. Clients renting the Mayborn Center for events exceeding 50 guests with a need for food or non-alcoholic beverage catering services will select from the Approved Caterer Pool, unless an exception is approved in writing by the Mayborn Center’s management.

b. Inclusion in the Approved Caterer Pool does not guarantee business but provides exposure for Caterers to Mayborn Center clients.

6. Venue Fee Requirements

a. Caterers selected by Mayborn Center clients to provide services shall remit 10% of the gross catering invoice total (“Venue Fee”) to the Mayborn Center. This applies to all food and non-alcoholic beverage services provided at the Mayborn Center.

b. Final invoices evidencing the gross catering invoice total and Venue Fee shall be submitted to the Mayborn Center within five (5) business days following an event.

c. Venue Fee payments are due to the Mayborn Center within thirty (30) calendar days of the event date. A late fee of $25 per day will be assessed beginning on day 31.

d. Failure to remit Vendor Fee payments as required may result in:

• Immediate suspension

• Removal from the Approved Caterer Pool

• Ineligibility for future events

e. If removed from the Approved Caterer Pool for non-payment of the Vendor Fee, the

Caterer must:

• Immediately notify all impacted Mayborn Center clients

• Refund all deposits, retainers, and prepaid amounts for events they are no longer authorized to service

• Assume full financial responsibility for contractual losses

f. The City and Mayborn Center are not financially responsible for refunds or damages arising from the Caterer’s removal from the Approved Caterer Pool.

7. Evaluation

a. The City will evaluate submissions and select firms for inclusion in the Approved

Caterer Pool based on the following:

• Experience and references

• Menu variety and pricing

• Quality assurance and safety standards

• Capacity to serve large events

• Customer service and responsiveness

b. The City may limit the number of Caterers in the Approved Caterer Pool but reserves the right to add and remove any number of Caterers if deemed in the best interests of the City and/or the Mayborn Center’s clients.

8. Questions and Clarification Requests

Submit any questions related to this solicitation in writing to the Purchasing Department at purchasing@templetx.gov.

mailto:purchasing@templetx.gov

9. Submission Requirements Interested firms should submit the following, at a minimum:

a. Provide your Company’s profile including history, years in business, ownership, number of full-time staff, and service area.

b. Provide a detailed summary of at least five (5) events your firm catered within the last 12 months that demonstrate your firm’s ability to meet diverse client needs for small and large events. For each event, include the client type, event date, guest count, service style, venue, menu highlights, challenges, and outcomes.

c. Provide at least three (3) references familiar with your Company’s catering services.

Include contact name, title, organization, phone, and email.

d. Discuss your Company’s familiarity with catering events at the Mayborn Center, if applicable.

e. Provide sample menus and pricing. Discuss your Company’s typical pricing structure and fees.

f. Discuss any value-added services your Company provides such as tastings, menu engineering, or cost-control options for clients.

g. Submit copies of licenses, permits, and a sample insurance certificate.

10. Submission Instructions

a. Submissions of the required information detailed in Section 9. Submission

Requirements will be accepted at any time throughout the open Approved Caterer Pool Term.

b. Submit responses to the Purchasing Department via email at purchasing@templetx.gov.

mailto:purchasing@templetx.gov

ATTACHMENT NO. 1 – SAMPLE CATERING AGREEMENT

CATERING AGREEMENT

Frank W. Mayborn Civic & Convention Center

STATE OF TEXAS §

COUNTY OF BELL §

This Catering Agreement (“Agreement”) is entered into by and between the CITY OF TEMPLE, TEXAS, acting by and through the Frank W. Mayborn Civic & Convention Center (“City” or “Mayborn Center”), and _________________ (“Caterer”) acting by and through its duly authorized representative. City and Caterer may be referred to herein individually as a Party or jointly as the Parties.

In consideration of the mutual covenants and agreements contained herein, the Parties agree as follows:

ARTICLE 1

PERFORMANCE BY CITY

1.1. Facility Access.

The Mayborn Center will be made available to Caterer at reasonable times for setup, service, and breakdown in accordance with approved event timelines and venue policies.

The City will provide Caterer access to the kitchen and additional preparation or food staging areas as needed, subject to the Mayborn Center event schedule and availability, and in compliance with the Mayborn Center policies and procedures.

Access is limited to approved areas only and must be coordinated in advance with the designated Mayborn Center staff. Caterer shall use all kitchen and preparation areas in accordance with Exhibit A – Mayborn Center Pre-Event Kitchen Equipment Checklist (“In” Checklist) and Exhibit B – Mayborn Center Post-Event Kitchen Equipment Checklist (“Out” Checklist), and all applicable health and safety regulations.

1.2. Pre-Event Walkthrough.

The designated Mayborn Center staff may conduct a walkthrough of the kitchen and/or staging areas prior to the Event. An inventory of City-owned equipment available for Caterer’s use is available for review.

ARTICLE 2

PERFORMANCE BY CATERER

2.1. Venue Fee.

Caterer agrees to pay the City ten percent (10%) of the gross catering invoice total for all food and beverage services provided at the Mayborn Center (“Venue Fee”). Caterer shall provide a copy of the final client invoice to the Mayborn Center within five (5) business days following the Event.

Payment of the Venue Fee is due within thirty (30) calendar days of the Event date. Payments received after thirty (30) days shall incur a late fee of $25.00 per day until paid in full.

2.2. Non-Payment.

Failure to remit payment as required by this Agreement may result in:

a. Immediate suspension from the Approved Caterer Pool;

b. Termination of this Agreement;

c. Prohibition from catering future events until all Venue Fees and any applicable late fees have been remitted and a new Agreement is executed.

2.3. Removal.

If Caterer is removed from the Approved Caterer Pool due to non-payment of fees, Caterer may be ineligible to perform any future events at the Mayborn Center. In such event, Caterer shall be solely responsible for:

a. Immediately notifying all affected clients with contracted events at the Mayborn Center;

b. Refunding any deposits, retainers, or prepaid amounts collected for events that Caterer is no longer authorized to service at the Mayborn Center;

c. Indemnifying and holding the City harmless from any claims, damages, or disputes arising from Caterer’s removal.

The City shall not be responsible for any financial losses incurred by Caterer’s clients due to Caterer’s removal from the Approved Caterer Pool.

2.4. Professional & Operational Standards.

Caterer agrees to operate at the Mayborn Center’s required level of service and professionalism, including:

a. Qualified staff in uniform or coordinated professional attire

b. Clearly identified onsite catering manager or event lead

c. Adequate staffing ratios appropriate for guest count

d. Timely arrival, setup, service, and breakdown

e. Compliance with venue loading schedules and timelines

f. Respectful use of City property and equipment

g. Professional and timely communication

h. Providing a level of customer service and satisfaction that reflects positively on the

Mayborn Center and City Any failure to operate with high quality service and professionalism may result in suspension or termination of this Agreement.

2.5. Food Safety & Sanitation.

Caterer must:

a. Maintain a current Health Department Permit

b. Ensure all required food handler certifications are current

c. Follow all food safety and temperature control standards

d. Maintain clean and sanitary service areas

e. Properly dispose of trash, grease, and food waste

Any health violations, unsafe food practices, or guest illness linked to Caterer’s service may result in suspension or termination of this Agreement.

2.6. Kitchen Check-In / Check-Out & Cleaning Responsibilities.

Caterer must complete the Mayborn Center Pre-Event Kitchen Equipment Checklist (“In” Checklist) immediately upon arrival and prior to beginning any food preparation or setup activities.

The checklist documents the condition of the kitchen and staging areas prior to use.

Caterer must complete the Mayborn Center Post-Event Kitchen Equipment Checklist (“Out” Checklist) prior to departure from the Mayborn Center. Caterer may not leave the Mayborn Center until the Kitchen “Out” Checklist has been reviewed with Mayborn Center staff.

Both the Kitchen “In” and Kitchen “Out” Checklists must be reviewed and initialed by authorized Mayborn Center staff. Failure to complete required checklists or failure to obtain staff review may result in:

a. Additional cleaning or damage charges;

b. Written warning;

c. Suspension or removal from the Approved Caterer Pool.

Checklists are attached to this Agreement as Exhibit A – Mayborn Center Pre-Event Kitchen Equipment Checklist (“In” Checklist) and Exhibit B – Mayborn Center Post-Event Kitchen Equipment Checklist (“Out” Checklist).

2.7. Cleaning Requirements.

Caterer shall:

a. Clean and clear all sinks and prep areas

b. Remove all food from refrigerators, ovens, hot and cold boxes

c. Clean refrigerators, ovens, hot boxes, and cold boxes

d. Clean all carts, countertops, and equipment

e. Wash and properly store all dishes, glassware, and utensils

f. Remove all trash and place in designated dumpsters

g. Sweep and mop floors

h. Restore kitchen and staging areas to pre-event condition

Failure to meet cleanliness standards may result in cleaning fees assessed by the City and may result in review and/or termination of this Agreement.

2.8. Damage & Property Responsibility.

Caterer shall be responsible for:

a. Broken, damaged, or missing City-owned property

b. Damage to floors, walls, equipment, fixtures, or infrastructure

c. Repair or replacement costs as determined by City

2.9. Required Documentation & Insurance.

Caterer shall provide annually, and when requested:

a. Current Health Department Permit

b. Documentation regarding Food Handler’s Certificates

c. Any records reasonably related to Caterer’s obligations regarding remittance of the invoices or Venue Fee or other requirements under this Agreement.

d. Certificate of Insurance including:

1) Comprehensive Commercial General Liability: $1,000,000 per occurrence, $2,000,000 aggregate

2) Workers’ Compensation: Statutory limits with Employer’s Liability coverage.

3) Automobile Liability: Minimum $500,000 Combined Single Limit

4) Certificates must include:

o Additional insured endorsement in favor of the City of Temple o Waiver of subrogation in favor of the City of Temple o Thirty (30) days’ cancellation notice

Failure to maintain required documentation or provide as and when requested shall result in immediate suspension.

ARTICLE 3

APPROVED STATUS, REVIEW & REMOVAL

3.1. Ongoing Evaluation.

Approved Caterers are subject to ongoing evaluation. Evaluation may include, but is not limited to, the following:

a. Guest feedback

b. Client satisfaction

c. Mayborn Center’s staff reports

d. Compliance with Mayborn Center policies

e. Compliance with event planning deadlines

f. Effective communication

g. Cleanliness and damage issues

3.2. Grounds for Immediate Removal.

The following will result in immediate removal from the Approved Caterer Pool.

a. Health department violations

b. Unsafe food handling practices

c. Operating without required permits or insurance

d. Any health or safety violations which endanger or pose a threat to guests, staff, or property

e. Fraud, misrepresentation, or non-payment of Venue Fee(s)

3.3. Removal After Written Warning.

The Mayborn Center may provide a written warning for less egregious violations, including:

a. Failure to adhere to cleanliness or hygiene standards

b. Causing damage to the Mayborn Center

c. Failure to follow venue policies

d. Poor communication

e. Missed planning deadlines

f. Unprofessional staff conduct

g. Client complaints

It is at the Mayborn Center’s discretion whether to issue a written warning or whether a violation warrants immediate removal from the Approved Caterer Pool.

3.4. Effect of Removal.

Upon suspension or removal from the Approved Caterer Pool, Caterer shall not perform services for any future events scheduled at the Mayborn Center after the effective date of removal. Caterer acknowledges that approved status is a condition of operation at the Mayborn Center. Loss of approved status renders Caterer ineligible to fulfill contracted events at the Mayborn Center, and Caterer assumes all financial responsibility for refunds or contractual obligations to its clients, including return of any pre-paid deposits for future events after the date of removal.

ARTICLE 4

TERM & TERMINATION

This Agreement shall begin on __________________ and remain in effect for one (1) year. Either Party may terminate this Agreement by providing thirty (30) days’ written notice.

The City may terminate this Agreement immediately for:

a. Non-payment of fees

b. Failure to maintain required permits or certificates

c. Failure to maintain insurance

d. Health or safety violations

ARTICLE 5

INDEMNIFICATION

Caterer agrees to indemnify, defend, and hold harmless the City of Temple, its officials, employees, and agents from and against all claims, damages, losses, liabilities, and expenses arising out of or resulting from Caterer’s performance under this Agreement. Caterer is an Independent Contractor and is not, with respect to its acts and omissions, an agent or employee of the City of Temple. Caterer must at all times exercise reasonable precautions on behalf of and be solely responsible for the safety of Caterer’s employees. The City is not liable or responsible for the negligence or intentional acts or omissions of the Caterer or the Caterer’s employees. The City and Caterer must provide the other prompt and timely notice of any covered event which in any way affects or might affect the Caterer or the City. The City has the right to compromise and defend the same to the extent of its own interests. The indemnity obligations herein shall survive the termination of this Agreement for any reason.

ARTICLE 6

MISCELLANEOUS

6.1. Governing Law. Venue.

Any suit or claim or cause of action regarding this Agreement shall be brought in Bell County, Texas, as the choice of venue and jurisdiction and site of performance by the parties. If the City is the prevailing party in any such action, the City may recover reasonable costs, including costs of court, attorney’s fees, expert witnesses’ fees, and trial consultants’ fees. The parties further agree that the law of the State of Texas shall govern any interpretation of the terms of this Agreement.

6.2. Assignment.

Caterer may not assign, transfer, convey, sublet or otherwise dispose of this Agreement or any rights hereunder, or of its rights, title or interest in, or its power to execute such agreement to any other person, corporation, lessee or vendor. Any attempt, without prior written consent of the City, shall be void and may be deemed by the City as sufficient grounds for the cancellation of the Agreement.

6.3. Independent Contractor.

Caterer is an Independent Contractor. Nothing herein creates an employment relationship, partnership, or joint venture.

6.4. Compliance with Laws.

Each party hereto shall comply with all federal, state, and local laws, ordinances, and regulations applicable to their activities.

6.5. Access and Records.

Caterer will maintain accurate books and records of its food service operations and shall retain such records for a period of three (3) years. Upon request, City shall have the right to inspect Caterer’s books and records related to the performance of this Agreement. This section shall survive the termination of this Agreement.

6.6. Entire Agreement.

This Agreement represents the entire agreement between Caterer and the City and no prior or contemporaneous oral or written Agreements or representations shall be construed to alter its terms. No additional terms shall become part of this Agreement without the written consent of both parties and compliance with relevant state law. This Agreement supersedes all other prior agreements either oral or in writing.

6.7. Severability.

If any provision hereof or the application thereof to any person or circumstance is held to any extent, to be void, invalid or unenforceable, the remainder of this Agreement, and the application of such provision to other persons or circumstances, shall not be affected thereby, and shall be valid and enforceable to the fullest extent permitted by law.

6.8. Waiver.

The failure of the Caterer or the City to exercise any right or remedy available under this Agreement upon the other party's breach of the terms, covenants and conditions of this Agreement or the failure to demand the prompt performance of any obligation under this Agreement shall not be deemed a waiver of such right or remedy; or the requirement of punctual performance; or of any subsequent breach or default on the part of the other party.

6.9. Caterer’s Certifications.

Caterer certifies that neither it, nor any of its agents or employees, have or will offer or accept gifts or anything of value, or enter into any business arrangement, with any employee, official, or agent of the City.

Caterer agrees to perform services in compliance with all applicable federal, state, and local laws, implementing regulations, executive orders, and interpreting authorities including, but not limited to, Title VI of the Civil Rights Act of 1964, as amended; Title VII of the Civil Rights Act; the Age Discrimination Act of 1975; the Americans with Disabilities Act; 2 CFR Part 200; the Texas Government Code; the Texas Local Government Code; and all applicable City policies and procedures, including those referenced in any City solicitation request completed by Contractor, which is incorporated by reference herein.

Caterer certifies, pursuant to Texas Government Code Chapter 2270, that it does not boycott Israel and will not boycott Israel during the term of this Agreement. Caterer further certifies, pursuant to Texas Government Code Chapter 2252, Subchapter F, that it does not engage in business with Iran, Sudan, or a foreign terrorist organization as may be designated by the United States Secretary of State pursuant to his authorization in 8 U.S.C. Section 1189.

Caterer certifies, pursuant to Texas Government Code, Chapter 2252, Subchapter F, it is not a company identified on the Texas Comptroller’s list of companies known to have contracts with, or provide supplies or services to, a foreign organization designated as a Foreign Terrorist Organization by the U.S. Secretary of State.

Caterer acknowledges this Agreement may be terminated without penalty if these certifications are or at any time become inaccurate.

6.10. No Waiver of Immunity.

The City does not waive any statutory or common law right to sovereign immunity by virtue of the execution of this Agreement.

6.11. Execution of Agreement.

The execution of this Agreement shall proceed as follows: signature of Caterer (and the Corporate Secretary and seal, if applicable) shall be affixed hereto, whereupon the Agreement shall be submitted to the City Attorney’s Office for review and approval. After such approval, the

Agreement shall then be signed by the City Manager. After such approval, an executed original of this Agreement shall be kept on file in the City Secretary’s Office.

THE CITY OF TEMPLE, TEXAS (CATERER)

Brynn Myers, City Manager (Title)

ATTEST:

Jana Lewellen, City Secretary

APPROVED AS TO FORM:

City Attorney’s Office

EXHIBIT A

MAYBORN CENTER PRE-EVENT KITCHEN EQUIPMENT CHECKLIST

(“IN” CHECKLIST)

Event Name: ___________________________ Event Date: ____________________________ Caterer/Vendor: ________________________ Completed By: _________________________ Date/Time: ____________________________

Instructions

Before the event begins, verify that all listed equipment is clean and in proper working order.

For any equipment not used during your rental, MCC staff will mark “N/A.” Report any issues immediately to Mayborn Center staff.

Checklist Equipment Item Working Clean N/A

Ovens Stove Top Flat Grill

Tilt Skillet Deep Fryer

Steamer Microwave

Coffee Machine Tea Brewing Machine

Refrigerator Freezer

Food Warmers

Notes / Issues

Signature (Caterer): __________________________________________

Signature (Mayborn Center Staff): ________________________________________

EXHIBIT B

MAYBORN CENTER POST-EVENT KITCHEN EQUIPMENT CHECKLIST

(“OUT” CHECKLIST)

Event Name: ____________________________ Event Date: _____________________________ Caterer/Vendor: _________________________ Completed By: __________________________ Date/Time: _____________________________

Please check each item before leaving. Mayborn Center staff will take note of equipment not used.

Ovens

☐ Turn off oven.

☐ Clean any spills inside.

☐ Wipe oven doors and exterior.

☐ Turn off oven lights.

Stove Top & Oven ☐ Turn off stove and/or oven.

☐ Wipe burners and clean spills on surface.

☐ Clean built-in oven.

Flat Griddle & Oven ☐ Clean grill surface.

☐ Empty and clean grease catch.

Deep Fryer ☐ Empty all frying oil.

☐ Clean inside and heating elements with soap and water (no harsh chemicals).

☐ Rinse thoroughly.

☐ Avoid spilling oil on floor.

Refrigerator ☐ Wipe doors, shelves, and handles.

☐ Remove all food and beverages (items left behind will be discarded).

Freezer ☐ Wipe doors, shelves, and handles.

☐ Remove all food and beverages (items left behind will be discarded).

☐ Sweep freezer floor.

Warmers ☐ Turn unit off.

☐ Clean inside after use.

☐ Empty water in steam pan.

☐ Wipe interior and exterior surfaces.

Preparation Tables ☐ Wipe liquids and food particles from tops and sides.

☐ Ensure counters are dry.

Steamer ☐ Turn unit off.

☐ Empty water and clean inside.

☐ Wipe outside and leave door open to dry.

Sinks ☐ Clean sinks and remove grease/food.

☐ Wipe and dry sink counters.

☐ Clean sink traps and ensure surfaces are dry.

Dishwasher ☐ Empty and rinse food trap.

☐ Dry surfaces around dishwasher.

☐ Wipe outside and leave door open.

☐ Turn machine off and drain water.

☐ Place all dishwashing racks in correct storage location.

Braising Pan (Tilt Skillet) ☐ Turn unit off and let cool.

☐ Clean inside with soap and water (no harsh chemicals).

☐ Drain and rinse inside pan thoroughly.

☐ Dry pan.

☐ Clean outside surfaces.

Tea Brewer ☐ Turn machine off.

☐ Clean tea urn with soap and water (no harsh chemicals).

☐ Rinse thoroughly and replace.

☐ Rinse brewing basket and replace.

Coffee Brewer ☐ Turn machine off.

☐ Clean inside of removable urns with soap and water (no harsh chemicals).

☐ Rinse thoroughly and replace.

Microwave ☐ Clean inside and door of microwave.

☐ Clean the outside surfaces.

Ice Machine ☐ Ensure that the ice scoop is hung on the outside of the machine.

☐ Door is shut.

☐ Clean outside lid and surfaces.

☐ Mop area around ice machine.

Trash ☐ Bag all trash and place in outside dumpster.

☐ Return trash cans and wheel attachments to kitchen.

☐ Ensure no food/liquid remains in empty cans.

☐ Place new liners in each trash can.

Kitchen & Hallway Floors ☐ Sweep and mop kitchen, kitchen hallway, and any back hallway used. (Mayborn Center provides broom, dustpan, mop, bucket, and cleaning agent.)

Kitchen Restroom ☐ Remove trash.

☐ Clean floor, sink area, and toilet.

Final Steps ☐ Leave kitchen and hallways in same clean condition as arrival.

☐ Do NOT use Mayborn Center supplies/products in drawers, cabinets, or refrigerator.

☐ Check out with Mayborn Center designated Staff before leaving.

Sign-Off

Caterer’s Manager or Staff: ________________________________ Date: ______________

Mayborn Center Staff Member: _________________________________

ATTACHMENT NO. 2 – MAYBORN CENTER CATERING POLICIES MANUAL

FRANK W. MAYBORN CIVIC & CONVENTION CENTER

APPROVED CATERER POOL & SELF-CATERING POLICIES MANUAL

City of Temple, Texas Communication & Destination Services Department

I. APPROVED CATERER POOL (EVENTS OVER 50)

1. PURPOSE

The Frank W. Mayborn Civic & Convention Center (“Mayborn Center”) maintains food and beverage policies to ensure:

a. Professional, high-level service

b. Compliance with health and safety standards

c. Protection of City of Temple (“City”) property

d. Operational efficiency

e. Consistent guest experience

Approved Caterer status and self-catering privileges are conditional and may be revoked for non-compliance.

2. APPROVED CATERER POOL PROGRAM

All events exceeding 50 guests that include food and/or beverage service must utilize a Mayborn Center-approved caterer from the Approved Caterer Pool, unless a written exception is granted by the Mayborn Center Management.

Caterers must submit qualifications and responses to the active solicitation for consideration for inclusion in the Approved Caterer Pool. The City will select various caterers for the Approved Caterer Pool at any given time. The total number of included caterers is at the sole discretion of the City. Caterers must:

a. Execute a Catering Agreement with the City of Temple and comply with all terms, including remittance of all required Venue Fees

b. Maintain all required permits, certificates, and insurance

c. Remain in good financial standing

d. Comply with all Mayborn Center and City policies

Loss of approved status immediately disqualifies a Caterer from servicing events at the Mayborn Center.

3. VENUE FEE REQUIREMENTS

a. Approved Caterers are required to remit 10% of the Gross Catering Invoice Total

(“Venue Fee”). This applies to all food and beverage services provided at the Mayborn Center. City events will not be subject to Venue Fee requirements.

b. A final client invoice for all food and beverage service from the catered event must be submitted to the Mayborn Center from the Caterer within five (5) business days following the event.

c. The Venue Fee is due within (30) days of the event date.

d. A late fee of $25 per day will be assessed beginning on day 31.

e. Failure to remit payment may result in:

• Immediate suspension

• Removal from the Approved Caterer Pool

• Ineligibility for future events

f. If removed for non-payment, the Caterer must:

• Immediately notify all impacted clients

• Refund all deposits, retainers, and prepaid amounts for events they are no longer authorized to service

• Assume full financial responsibility for contractual losses

g. The City is not financially responsible for refunds or damages arising from a Caterer’s removal.

4. REQUIRED DOCUMENTATION

Approved Caterers must maintain current:

a. Health department permit

b. Required food handler certifications

c. Certificate of insurance including:

• Commercial General Liability policy with minimum limits of $1,000,000 per occurrence, $2,000,000 aggregate

• Workers’ Compensation (amounts as required by Texas statute)

• Automobile Liability ($500,000 minimum)

• City of Temple must be named as Additional Insured.

d. Failure to maintain documentation will result in immediate suspension or removal.

5. PROFESSIONAL SERVICE STANDARDS

Caterers must operate at the Mayborn Center’s required level of service.

5.1. Staffing Expectations

a. Clearly identified onsite event lead staff

b. Adequate staffing ratios

c. Uniformed or coordinated professional attire

d. Professional conduct at all times

e. Provide a level of service and satisfaction that reflects positively on the Mayborn

Center and the City Repeated staffing or customer service failures may result in suspension or removal from the Approved Caterer Pool.

5.2. Operational Expectations

a. On-time load-in and load-out

b. Compliance with event planning timelines

c. Professional coordination with Mayborn Center staff

d. Respectful use of City property

Repeated operational failures may result in suspension or removal from the Approved Caterer Pool.

6. FOOD SAFETY & SANITATION

Food safety is non-negotiable. Caterers must:

a. Follow all health regulations

b. Maintain proper food holding temperatures

c. Prevent cross-contamination

d. Dispose of grease and food waste properly

e. Maintain clean service areas during events

Health violations or unsafe practices may result in immediate removal.

7. KITCHEN ACCESS & USE

Kitchen and prep areas are provided as needed and must be coordinated in advance. Access is limited to approved areas only. Caterers must:

a. Use only assigned spaces

b. Protect equipment and infrastructure

c. Follow all safety regulations

Use of the kitchen is a privilege, not a right.

8. KITCHEN CHECK-IN / CHECK-OUT PROCEDURES

a. Kitchen “IN” Checklist

• Must be completed upon arrival

• Must be completed before prep begins

• Documents pre-event condition

b. Kitchen “OUT” Checklist

• Must be completed prior to departure

• Kitchen must be restored to pre-event condition

c. Mayborn Center Staff Review - REQUIRED Both the Kitchen “In” and “Out” Checklists must be reviewed and initialed by authorized Mayborn Center staff.

Caterers may not leave until review is complete. Failure to comply may result in:

• Cleaning or damage fees

• Written warning

• Suspension or removal from the Approved Caterer Pool

9. CLEANING REQUIREMENTS

Caterers are responsible for restoring kitchen and staging areas to their original condition.

Minimum requirements include:

a. Cleaning sinks and prep areas

b. Removing all food from refrigeration and hot/cold boxes

c. Cleaning ovens, refrigerators, carts, and counters

d. Washing and storing dishes and utensils

e. Removing trash to the designated dumpsters

f. Sweeping and mopping floors

Additional cleaning fees may be assessed if standards are not met.

10. DAMAGE & PROPERTY RESPONSIBILITY

Caterers will be liable and financially responsible for:

a. Broken, damaged, or missing equipment

b. Damage to floors, walls, fixtures, infrastructure or other components of the Mayborn

Center resulting from Caterer’s use

c. Repair or replacement costs as determined by the City

11. PERFORMANCE REVIEW & ENFORCEMENT

Approved caterers will be subject to ongoing evaluation. Some areas for evaluation include:

a. Guest feedback

b. Client satisfaction

c. Mayborn Center’s staff reports

d. Policy compliance

e. Communication reliability

f. Fee compliance

11.1. Immediate Removal

a. Health department violations

b. Operating without required permits or insurance

c. Fraud or fee avoidance

d. Health or safety issues

11.2. Removal After Warning

Caterer may be given a written warning before removal for less egregious violations, including, but not limited to:

a. Cleanliness or hygiene deficiencies

b. Poor communication

c. Missed planning deadlines

d. Unprofessional conduct

e. Client complaints

The City reserves the right to remove a Caterer from the Approved Caterer Pool without written warning, in its sole discretion, if in its reasonable judgment, circumstances warrant.

12. EFFECT OF REMOVAL

Upon suspension or removal:

a. Caterer may not service future events at the Mayborn Center

b. Caterer must refund all contracted events they can no longer perform, including collected deposits

c. Caterer assumes all contractual liability

d. The City is not financially responsible for affected clients

Caterer may reapply to be added to the Approved Caterer Pool after one calendar year from removal. Applying does not guarantee entry into the Approved Caterer Pool.

II. SELF-CATERED EVENT POLICY (EVENTS 50 or LESS)

1. PUPROSE. To support small meetings and community gatherings while maintaining Mayborn Center standards, the Mayborn Center may permit limited self-catering for events with 50 guests or fewer.

Self-catering is a limited accommodation and may be revoked at the Mayborn Center Management’s discretion.

2. ELIGIBILITY

a. Permitted only for events with confirmed attendance of 50 guests or fewer.

b. Events exceeding 50 guests must use a Mayborn Center-approved caterer from the Approved

Catering Pool unless written exception is granted.

c. Guest counts may be verified before or during the event for compliance.

If attendance exceeds 50, the Mayborn Center may:

a. Reclassify the event

b. Require use of a caterer from the Approved Caterer Pool

c. Assess additional fees

3. SELF-CATERING FEE

All approved self-catered events are assessed a $75 Self-Catering Facility Impact Fee. This fee covers:

a. Additional custodial services

b. Trash removal and waste management

c. Pest prevention and sanitation oversight

d. Facility monitoring related to outside food

e. Floor and surface protection

The fee applies regardless of food type or cost.

4. PERMITTED FOOD

Self-catered food must:

a. Be commercially prepared

b. Be obtained from a licensed food provider

c. Arrive fully prepared and ready to serve

Prohibited items include:

a. Home-prepared foods

b. On-site cooking

c. Open flames or Sterno

d. Grills or electric cooking equipment

e. Use of Mayborn Center kitchen or ice machines

f. Grease disposal in sinks

g. Alcohol

5. SERVICE & EQUIPMENT LIMITATIONS

a. Disposable serviceware is required unless otherwise approved

b. No kitchen access

c. No refrigeration or storage access

d. No hot-holding equipment without prior written approval

e. No Mayborn Center staff will be provided for service

6. CLEANUP RESPONSIBILITY

Event Organizer must:

a. Break down food areas

b. Bag and dispose of trash properly

c. Remove food waste and dispose of garbage in designated receptacles

d. Prevent spills and floor damage

e. Cleanup and restore rented Mayborn Center space to original condition

Failure to comply may result in additional cleaning or damage fees and loss of future self-catering privileges.

III. FOOD TRUCK EVENTS

1. PURPOSE. To ensure events hosting food trucks run safely, smoothly, and fairly for everyone involved including attendees, food truck vendors, and the hosting organization.

2. ELIGIBILITY. Food trucks are permitted at the Mayborn Center with prior approval from

Mayborn Center Management. Power is not provided by the Mayborn Center.

3. APPROVAL REQUIREMENTS

All food trucks must:

a. Be approved in advance by Mayborn Center staff

b. Provide all required documentation prior to the event

c. Operate only in designated areas assigned by the Mayborn Center

d. Provide any power needed to operate

4. REQUIRED DOCUMENTATION

Each food truck must provide:

a. Current Health Department Permit

b. Food handler certifications (as required)

c. Certificate of Insurance including:

• General Liability ($1,000,000 per occurrence minimum)

• Automobile Liability coverage

• City of Temple must be listed as Additional Insured.

Failure to provide documentation will result in denial of access to the Mayborn Center.

4.1. Food Truck Fee

Each food truck will be assessed a $150 Food Truck Fee (per truck, per event)

a. Fee must be paid by each individual food truck

b. Payment is due prior to the event unless otherwise approved

c. Non-payment may result in denial of participation and/or future restrictions

4.2.Operational Requirements

Food trucks must:

a. Operate only in assigned locations

b. Comply with all fire, health, and safety regulations

c. Properly dispose of trash and waste

d. Not discharge grease or wastewater on Mayborn Center property

e. Maintain clean service areas

Generators must be quiet and safely operated if used.

4.3.Restrictions

Food trucks may not:

a. Access the Mayborn Center kitchen or interior prep areas

b. Block fire lanes, entrances, or emergency access points

c. Use open flames outside of approved equipment at designated locations

d. Operate beyond approved service times

4.4.Compliance & Enforcement The Mayborn Center reserves the right to:

a. Deny or revoke food truck access

b. Remove non-compliant vendors

c. Assess additional fees for damages or cleanup

d. Restrict future participation

IV. POLICY ACKNOWLEDGMENT

All Approved Caterers and Self-Caterers must sign an acknowledgment confirming:

a. Receipt of this manual

b. Agreement to comply with policies

c. Understanding that approval status is conditional and may be suspended or revoked

d. All Approved Caterers must execute a Catering Agreement

EXHIBIT B