111 Senior Dinner Request to Quote.pdf

City of Lansing

PURCHASING OFFICE

124 W. Michigan Ave. 3rd Floor Lansing, Michigan 48933

(517) 483-4282 http://www.lansingmi.gov/460/purchasing

Andy Schor, Mayor June 18, 2025

NOTICE TO QUOTERS

Q/25/111

SPECIAL EVENT CATERING SERVICES

The City of Lansing officially distributes all Purchasing documents through the Michigan Inter-governmental Trade Network (MITN) and the City of Lansing Purchasing Office. Our office no longer mails bid documents, notices or addendums to our vendors. To register for the MITN system or access bid information, including addendums, go to www.mitn.info.

Quotes marked “Q/25/111, SPECIAL EVENT CATERING SERVICES” will be accepted at the City of Lansing, Purchasing Office, 124 W. Michigan Ave, 3rd Floor, Lansing MI. 48933, until 2:00pm, local time in effect on July 8, 2025.

Official City issued quote form must be submitted electronically thru MITN, email, or in person.

Quote results will only be released via email. Please forward your email request to:

marilyn.chick@lansingmi.gov

The City of Lansing encourages quotes from all vendors including MBE/WBE vendors.

The City of Lansing gives preference to Lansing-based job providers in the procurement of all goods and services, and will give priority to those firms that provide the City with goods the City may require for this or other projects as made or provided for by United States based firms, with appropriate documentation provided with bid response showing U.S. manufacturing or assembly.

Any contractual or quote package questions should be directed to Marilyn Chick, Purchasing, at

(517) 483-4282. Technical questions may be directed to Emily Stevens at (517) 483-6074.

Marilyn Chick Senior Buyer - Purchasing http://www.lansingmi.gov/460/purchasing

Solicitation Number: Q/25/111

Solicitation Name: SPECIAL EVENT CATERING SERVICES

The City of Lansing Purchasing Office is collecting information regarding the use of the MITN e-procurement system. We are also collecting demographic information regarding Lansing based business.

This form will not be used during the evaluation of bids or proposals. You may return this sheet, which is voluntary, with your submittal or shortly thereafter. Please, do not staple this to your bid document.

I. Where did your firm receive of this solicitation? Please check all that apply.

____ City of Lansing Purchasing Web Page http://www.mitn.info _____City of Lansing Purchasing Office ____ Other, please list:___________________________________________________________________________

II. Demographic Information:

Is your firm located or have a business office within the corporate city limits of Lansing yes_____ no______

III. Company Information Federal Tax ID Number _____________________

Firm Name

Address (Street, City, State, ZIP)

Phone Number Fax Number

Web Site Address Contact Person Email Address

Thank you for your participation.

CITY OF LANSING

PURCHASING OFFICE

124 W. MICHIGAN AVE 3rd FLOOR

LANSING, MICHIGAN 48933

THIS IS NOT AN ORDER

NOTE: If your bid/quotation is not returned and completed on this form, it may not be considered.

Bid/quotation number must appear on outside of return envelope.

REQUEST FOR QUOTE # Q/25/111 FOR: SPECIAL EVENT CATERING SERVICES

DATE: June 18, 2025 PARKS AND RECREATION DEPARTMENT

QUOTES DUE 2:00 PM, LOCAL TIME IN EFFECT JULY 8, 2025

The City of Lansing Purchasing Office is requesting quotes for catering a luncheon for the Senior Fair event (scheduled Aug. 13th, 2025) which will be held at Gardner Middle School (333 Dahlia, Lansing MI) per the attached specifications.

ITEM DESCRIPTION COST PER PERSON

A

Per person cost for all set up, clean-up, provision of all paper products, serving staff and all items included in lunch menu. (with Meatloaf)

$ / per person

B Same as item A, except menu to include mashed potatoes, instead of the scalloped or au gratin potatoes.

$ /per person

NOTE: SEE SPECIFICATIONS BELOW

The City reserves the right to accept any quote, to reject any or all quotes and to make the award in the best interest of the City.

All vendors shall be current in payment of any taxes, licenses, fees, permits or any other monies due the City of Lansing at time of quote due date as per City of Lansing Ordinance Section 206.02(a)1(G).

Any contractual or quote package questions should be directed to Marilyn Chick, Purchasing, at (517) 483- 4282. Site visits arrangements and technical questions may be directed to Emily Stevens at (517) 483-6074.

FEDERAL I.D.#___________________________

COMPANY_______________________________

SIGNATURE_____________________________

PRINTED NAME_________________________

TITLE__________________________________

DATE:_________________________

ADDRESS _________________________________

CITY & STATE _____________________________

TELEPHONE _______________________________

F.O.B.______________________________________

SHIP VIA/ROUTING:________________________

TERMS: ___________________________________

NOTE:

Quote results will only be released via email request.

MICHIGAN CIVIL RIGHTS ACT

Contractor shall not discriminate in hiring or its terms and conditions of employment on the basis of race, religion, creed, nation origin, color, sex, marital status, age, height, or weight, nor on the basis of handicap except where the same is based on a bona fide job requirement. Neither shall Contractor discriminate in the sales of products or the rendering of services pursuant to this contract on the basis of any of those categories.

DATE___________ REQUEST FOR QUOTE

Q/25/111

Please complete Section I and Section II.

Section I QUOTE AND AWARD Initial:_____

The undersigned, having become thoroughly familiar with and understanding the entire quote documents attached hereto, agrees to provide the services as specified herein, for the total fees as stipulated herein, subject to negotiation.

I hereby state that all of the information I have provided is true, accurate and complete. I hereby state that I have authority to submit this quote which will become a binding contract if accepted by the City of Lansing.

I hereby state that I have not communicated with, nor accepted anything of value from an official or employee of the City of Lansing that would tend to destroy or hinder free competition.

I hereby state that I have read, understand and agree to be bound by all the terms of this quote document.

Please initial next to Quote and Award, sign Section II and submit with your response to this solicitation.

Please be aware that this is a binding agreement that a Purchase Order may not be issued for goods/services quoted, but that the City may elect to obtain those goods/services by the use of a procurement card and only by that method.

Section II SIGNATURE

SIGNED: __________________________ NAME: _________________________________

TITLE: ______________________________________ DATE: _______________________

FIRM NAME: _______________________________________________________________

FEDERAL TAX ID NUMBER: _________________________________________________

ADDRESS: __________________________________________________________________

(Street) (City) (State) (Zip)

PHONE: (_______) ________________________ FAX: (_______) ______________________

EMAIL ADDRESS:____________________________________________________________

SPECIFICATIONS

CATERING FOR SENIOR FAIR – Aug.13th, 2025

GARDNER MIDDLE SCHOOL, 333 DAHLIA, LANSING

APPROXIMATELY 500 PEOPLE (2 SERVING STATIONS TOTAL – BUFFET SET UP)

MENU REQUESTED:

HOMEMADE MEATLOAF

SCALLOPED OR AUGRATIN POTATOES

GREEN BEANS

DINNER SALAD

DINNER ROLLS

BROWNIES OR COOKIES

ICED TEA

(OPTION B, MASHED POTATOES AND GRAVY, IN LEIU OF SCALLOPED OR AUGRATIN

POTATOES)

PRICE SHOULD BE PRICED PER PERSON.

PRICE SHOULD INCLUDE STAFF FOR 2 SERVING STATIONS, SET UP (PLATES,

NAPKINS, CUPS AND EATING UTENSILS), SERVING, CONDIMENTS (BUTTER, SALAD

DRESSINGS, AND SALT/PEPPER) AND CLEAN UP.

FOB: VENDOR WILL PAY FOR TRANPORTATION OF GOODS/SERVICES TO

DESTINATION

NET: 30 DAYS

SHIP VIA: GOODS WILL BE SHIPPED BY VENDOR TRUCK

P List any other items or services that are included in your bids that are not reflected anywhere else:

1.Please indicate the number of years you have been catering large groups. __________

2.What size was the largest group you have catered? _____________

3.Provide 3 references where you have catered to large-sized groups

NAME TELEPHONE NUMBER ADDRESS

a) b) c)

A. PREPARATION OF BID: Execute bid fully and properly. Submit the bid on this form in a sealed envelope to this office prior to the opening time when bids will be publicly opened and read aloud.

B. SIGNATURES: All bids, notifications, claims and statements must be signed as follows:

(1) CORPORATIONS: Signature of official shall be accompanied by a certified copy of the resolution of the Board of Directors authorizing the individual signing to bind the corporation.

(2) PARTNERSHIPS: Signature of one partner shall be accompanied by a certified copy of the power of attorney authorizing the individual signing to bind all partners. If bid is signed by all partners no authorization is needed.

C. REJECTION OR WITHDRAWAL: The City reserves the right to reject any bids and to waive any defects in bids. Bids may not be withdrawn within 90 days after opening date without forfeiting bid security.

D. CONTRACT: Upon acceptance by the City, this document will constitute the contract. The contract, however, shall not be in force until the Contractor has complied with all of the requirements of insurance and bonds.

E. DEFAULT TO CITY: It is understood that any bidder who is in default to the City at the time of submittal of the bid shall have his bid under the proposal declared null and void.

GENERAL CONDITIONS

1. DEFINITIONS:

"CITY" - the City of Lansing.

"DIRECTOR" - the head of the Department indicated in the proposal or his authorized representative.

"CONTRACTOR" - the bidder whose proposal is accepted by the City.

"NOTIFICATION" - written notice delivered in person or by mail.

"CONTRACT DOCUMENTS" - this document and supplemental specifications and drawings.

2. CONFLICTS AND OMISSIONS:The intent of the contract documents is to provide everything necessary for the proper execution of the work. In case of conflict, the work shall not proceed until a decision has been agreed upon by all parties concerned. Directors decision shall be final.

3. ROYALTIES, PATENTS, NOTICES AND FEES: Contractor shall give all notices and pay all royalties and fees. He shall defend all suits or claims for infringement of any patent rights and shall save the City harmless from loss on account thereof. He shall comply with all laws, ordinances and codes applicable to any portion of the work.

4. MATERIALS AND WORKMANSHIP: Unless otherwise specified all materials and workmanship shall be new and of the best grade of their respective kinds for the purpose. Whenever an article, material, or equipment is specified by name, a substitute of equal qualifications may be used upon the written approval of the Director.

5. OTHER CONTRACTS: The City may let other contracts in connection with the work and the Contractor shall properly connect and coordinate his work with the work of such other contractors to execute their work as may be anticipated by these documents.

6. INSPECTION: Contractor shall at all times permit and facilitate inspection of the work by the Director.

7. TERMINATION FOR BREACH: The City may terminate this contract for violations hereof when violations are not stopped immediately and corrected within a reasonable length of time after notification by the Director. In the event of such termination, the City may complete the contracted work and the contractor will be liable for any excess cost occasioned the City thereby and in such case the City may take possession of and utilize in completing the work such materials and equipment as may be on the site and necessary therefore.

8. GUARANTEE: Contractor shall furnish the City with a written guarantee to remedy any defects due to faulty materials or workmanship which appear in the work within one year from the date of final acceptance by the City.

9. PAYMENT: Payment for the work will be made in one sum at the completion of the contract except that, at the City's option, partial payments aggregating 90% of the value of the completed work may be made at monthly intervals when the bonds in section 12 are furnished.

If Contractor expects to request partial payments he shall submit a schedule of costs and quantities of the various parts of the work aggregating the total contract sum. When applying for payments, Contractor shall submit a statement based upon this schedule, itemized and supported as the Director may require.

Contract will not be considered complete until the work has been finally accepted by the City Unit and the Director and the following have been furnished:

(a) The required guarantees, and

(b) satisfactory evidence that all payrolls, material bills, and other indebtedness connected with the work, have been paid.

(c) If contract is terminated by the City, Contractor shall be entitled solely to payment for that portion of the contract completed by said Contractor at the time of termination minus set off and/or damage to City occasioned by Contractor's breach. Payment shall not be made until after contract project is completed, as determined by the Director.

10. LIABILITY FOR TAXES: When the terms of this contract involves the lease of property real or personal to the City, it is understood that lessor shall be solely responsible for the payment of all taxes of any nature whatsoever that accrue on the property during the terms of the lease.

11. HOLD HARMLESS: To the fullest extent permitted by law, the contractor/vendor shall indemnify, defend, and hold harmless the City of Lansing, its officers, agents, employees, elected, and appointed officials, and volunteers from and against any and all claims, losses or liability, including attorney’s fees, arising from injury or death to persons or damage to property occasioned by any act, omission, or failure of the contractor/vendor and any of its officers, agents, employees, and volunteers in satisfying the terms required by this contract.