2026-2027_Meals_&_Catering_Storm_RFP.pdf

This institution is an equal opportunity provider and employer.

ISSUED DATE: January 28, 2026

REQUEST FOR PROPOSAL

Central Florida Electric Cooperative, Inc. (CFEC) is seeking proposals from qualified contractors to provide Storm Response Services for 2026-2027. This document is a request for proposal for the scope of work described below. This RFP establishes minimum requirements a bidder must meet to be eligible for consideration as well as information to be included in the Contractor’s bid response.

TERRITORY DESCRIPTION

Central Florida Electric Cooperative, Inc., is an electric distribution Cooperative in north central Florida, serving 37,130 active services as of year-end, 2025. The Cooperative maintains 4,059 miles of overhead distribution line, 417 miles of underground distribution line, and 43 miles of transmission line in Alachua, Dixie, Gilchrist, and Levy Counties. The Cooperative operates 16 distribution substations, purchasing power at 69 kV from Seminole Electric Cooperative, Inc., a statewide cooperative power supplier.

The Cooperative’s service territory, located in the “Big Bend” area of Florida, is flanked by the Gulf of

America on the west; Tri-County and Clay ECI’s to the north and northeast, respectively; and Sumter and

Withlacoochee ECI’s to the south and southeast, respectively. The majority of the area is rural where small farms, multiple dairies, and timberlands are the predominant land usage. There are several small towns within the service area, along with some “pockets” of residential development. The service area is bisected by U.S. Highway 19 & 98, which runs from the northwest to the southeast, and by U.S. Highway 27A, which runs west to east.

BID SUBMISSION

All proposals should be submitted through the VendorLink portal where the opportunity was broadcast.

Proposals are due by 3:00 p.m. on February 27, 2026.

GENERAL QUESTIONS

CFEC will entertain questions for clarification until February 11, 2026, at 3:00 pm. All questions must be submitted in writing by email to cbeauchamp@cfec.com, No questions will be answered after that date.

PROPOSAL REQUIREMENTS

• Submittal of Proof of Insurance as required by the requirements below

• Submittal of Resume

• Submittal of (3) Letters of Reference-MANDATORY

• Submittal of CFEC’s MANDATORY rate sheet

• Submittal of Litigation, Debarment, etc. if applicable

• Completion of Exhibit “A”

Central Florida Electric Cooperative, Inc.

PO Box 9, Chiefland, FL 32644

11491 NW 50th Ave, Chiefland, FL 32626 mailto:cbeauchamp@cfec.com

INSURANCE

Contractor shall, at its own cost and expense, procure and maintain in full force and effect during the term of this Agreement, policies of insurance, of the types and in the minimum amounts stated herein, with responsible insurance carriers duly qualified in those states (locations) where the Services are to be performed, covering the operations of Contractor, pursuant to this Agreement.

TYPES OF INSURANCE

Required

(X)

LIMITS OF LIABILITY

(Minimum Amounts)

Comprehensive or Commercial General

Liability and Third-Party Property

Damage

$1,000,000 per occurrence, $3,000,000 aggregate

Excess Liability insurance

$2,000,000 per occurrence, $2,000,000

Comprehensive or Business Automobile

Liability; Personal Injury (including bodily injury) and Third-Party Property

Damage

$1,000,000 per occurrence, $3,000,000

Workers' Compensation X Statutory limits

Employer’s Liability

$500,000 per accident

Professional Errors and Omissions

Insurance

N/A

CFEC shall be named as an additional insured in such policies which shall contain standard cross liability clauses. The contractor shall cause the liability it assumed under this Agreement to be specifically insured under the contractual liability section of the liability insurance policies. The liability policy shall be primary without the right of contribution from any insurance by CFEC. Such policies shall require that CFEC be given not less than thirty (30) days prior written notice of any cancellation thereof or material change therein.

CFEC shall have the right to request an adjustment of Limits of Liability for General Liability and Errors and Omissions Insurance as Contractor’s exposure to CFEC increases (i.e. if Contractor’s annual payment is expected to be $2,000,000 then $1,000,000 limits are no longer adequate). Such policies shall provide coverage for CFEC during the term of this Agreement and up to and until the expiration of any applicable statute of limitations applicable to the occurrences triggering any of the insurance, indemnification, subrogation, and defense clauses included in this Agreement.

Upon CFEC’s request, Contractor shall provide CFEC with certificates of insurance evidencing all of the above coverage, including all special requirements specifically noted above, and shall provide CFEC with certificates of insurance evidencing renewal or substitution of such insurance thirty (30) days prior to the effective date of such renewal or substitution.

CHANGES, INTERPRETATIONS, QUESTIONS

CFEC reserves the right to cancel a solicitation at any time prior to the execution of a resulting contract.

The decision to cancel a solicitation cannot be the basis for a protest.

CFEC reserves the right to request clarification of information submitted and to request additional information of any Respondent. Any such request should not be construed by a Respondent as an indication of the selection to provide proposed services.

Any proposal may be withdrawn by the date and time set above for the submission of the proposals. Any proposal not so withdrawn shall constitute an irrevocable offer, for a period of 90 days, to provide to CFEC the services set forth in this RFP, or until one or more of the proposals have been awarded.

Respondents shall not direct any queries or statements concerning their proposal to CFEC staff during the selection process, from the time of submission of a proposal until the execution of a contract. Any respondent who initiates any discussions with staff in any manner other than that described below is subject to disqualification from this procurement. No oral interpretation of this RFP shall be considered binding.

EVALUATION AND AWARD

CFEC will evaluate and rank the most advantageous proposals and make a selection for contract negotiation and award. The selected Respondent(s) will be notified in writing with an intent to award letter. CFEC reserves the right to award the contract to someone other than the lowest price offeror.

Award criteria may include, but is not necessarily limited, to the Contractor’s background and experience in performing requested services, availability, and best financial value.

Each proposal will be evaluated individually and in the context of all other proposals. Proposals must be fully responsive to the requirements described in this RFP and to any subsequent requests for clarification or additional information made by CFEC through written addenda to this RFP. Proposals failing to comply with the submission requirements, or those unresponsive to any part of this RFP, may be disqualified. There is no obligation on the part of CFEC to award the proposal to the lowest-priced Respondent, and CFEC reserves the right to award the contract to the Respondent(s) submitting the best overall responsive proposal which is most advantageous to and in the best interest of CFEC consistent with the evaluation criteria. CFEC shall be the sole judge of the proposals that are in the best interests.

Since this is not a public bid opening and Central Florida Electric Cooperative, Inc. (CFEC) does not meet the definition of “state and local government agency,” we do not share the bid tabulations. CFEC reserves the right to protect our privacy and business information of our bidders and vendors.

A Selection Committee appointed by CFEC will evaluate and rank each Proposal per the evaluation criteria listed below. Scoring will be based on a 100 point-scale. To be considered “qualified,” a Respondent must receive a minimum of 70 points.

• Cost/Price (0-30)

• Prior Experience (0-20)

• References (0-20)

• Technical Merit (0-15)

• Responsiveness to Proposal (0-15)

RFP TIMETABLE

The anticipated schedule for this RFP and contract approval is as follows:

Question Deadline February 11, 2026 —3:00 p.m.

Proposal Due Date and Time February 27, 2026 —3:00 p.m.

Proposal Evaluation Date March 11, 2026

Contract Award Date April 3, 2026

SUCCESSFUL EXPERIENCE AND QUALIFICATIONS (limited to two pages plus resumes)

Respondents shall provide a summary regarding their ability to deliver the requested services in a specific timeframe, including a proposed project timeline. Information regarding dedicated staff and current workload should be provided. Resumes of key personnel should also be included. Resumes should not exceed two pages per person. Resumes should include a description of:

• Training, education, and degrees.

• Related experience and for whom.

• Professional certifications, licenses, and affiliations.

Respondents shall provide three letters of reference demonstrating their experience and/or skill with similar projects. This is a MANDATORY requirement. Prior experience and skills with other rural electric cooperatives are desirable. Respondents are responsible for verifying correct phone numbers and contact information provided. Failure to provide accurate information may result in the reference not being obtained or considered.

DEFAULT, TERMINATION, LITIGATION, DEBARMENT, ETC.

Respondents should provide a summary of any default, termination, litigation, or debarment against, or which named the Respondent in the past five (5) years which is related to the goods and/or services sought in this RFP or that Respondent otherwise provides in the regular course of business. The summary shall state the nature of the default, termination, litigation, or debarment and a brief description of the outcome or projected outcome, and the monetary amount involved. If none, state as such.

DRUG FREE WORKPLACE

CFEC is a Drug Free Workplace. CFEC also requires its Contractors to be drug free and have their employees periodically drug tested by Contractor.

SCOPE OF SERVICES

CFEC is seeking qualified contractors for catering services during the 2026-2027 storm season to provide the following:

Accommodations for a minimum of 100 people up to a maximum of 800.

Options A-D are bid separately. Contractor may submit their bid for all Options A-D or as many as desired. These options are only sample menus. Final menu selections and delivery times should be coordinated with CFEC’s Meals and Catering Coordinator.

One catering site will be used for each possible option. The caterer has the option of setting up staging area on site or preparing offsite and delivering. If caterer chooses to set up on site, disposal of gray water is not provided. Trash dumpsters on site may be used.

Each accommodation can be subject to include snacks.

Dining Tent(s) may be requested. Size and location shall be discussed with the Meals and Catering

Coordinator. Tables and chairs on site may be used.

Start date will be determined on an as needed basis determined by CFEC. CFEC will choose which option(s) is/are needed from a specific contractor(s) based on the current needs for each storm. Duration will be determined by CFEC. Rates should be in effect at least through December 31, 2027.

2026-2027 Dining Tent Pricing

Includes: raised flooring, sidewalls, A/C, pickup and delivery.

Tent Sizes Price

40X60

40X75

40X80

40X120

2026 Meals & Catering Storm Rates

Company Name: __________________________________________________________

Option A

Breakfast should be prepared and delivered by 6:00 a.m.

Breakfast Price per meal

Option 1

Bacon, Sausage or Ham

Scrambled Eggs

Hashbrowns or Grits

Sausage Gravy

Biscuits

Coffee, Orange Juice, Sweet & Unsweet Tea

Price per meal

Option 2

Bacon, Sausage or Ham

Pancakes, French Toast or Waffles with Syrup

Scrambled Eggs

Hashbrowns or Grits

Coffee, Orange Juice, Sweet & Unsweet Tea

Option B

Bagged Lunches should be ready for pick-up at breakfast time – 6:00 a.m.

Bagged Lunch Price per bag

(Packed in a Gallon Ziploc bag)

1 Sub Sandwich

(One ham or One turkey, 4 oz Meat) slice of cheese (individually wrapped)

Lettuce/tomato baggies

(1slice tomato, 1 leaf of lettuce)

Mayo (1 Pack) Mustard (1 Pack)

Chips (1 Pack)

Cookie Pack or Full-Size Candy Bar

Option C

Dinner should be prepared and delivered by agreed upon time. This is usually between the hours of 6-7.

Dinner

Option 1 Price per meal

2 Meats (Ex. Grilled Chicken & BBQ Pork)

Vegetable (Ex. Green Beans)

Side Item (Macaroni & Cheese)

Bread w/butter

Dessert and Sweet & Unsweet Tea

Option 2 Price per meal

2 Meats (Ex. Grilled Steak & Fried Chicken)

Vegetable (Ex. Side Salad w/dressing)

Side Item (Baked Potato w/fixings)

Option 3 Price per meal

2 Meats (Ex. Meat Lasagna & Chicken Alfredo)

Green Vegetable

Green Salad

Option 4 Price per meal

2 Meats (Ex. Beef Tips & BBQ Pork Ribs)

Vegetable

Side Item

Option D

Snack Service (Sample Snacks Listed) Snacks may be provided to workers in an assembly line. (Snack bags not required) Delivery time to be determined.

50 packs of each Price per snack item

Small Pack Beef Jerky

Peanut Butter Crackers (Individual Packs)

Full Size Candy Bar

Peanuts (Individual Packs)

5-Stick Pack of Gum or Individual Hard Candies

Oreo Cookies (packs of 6)

Trail Mix (Individual Pack)

Cheez It Crackers (Individual Packs)

Rice Krispy Treat (Individual Packs)

2027 Meals & Catering Storm Rates

Company Name: __________________________________________________________

Option A

Breakfast should be prepared and delivered by 6:00 a.m.

Breakfast Price per meal

Option 1

Bacon, Sausage or Ham

Scrambled Eggs

Hashbrowns or Grits

Sausage Gravy

Biscuits

Coffee, Orange Juice, Sweet & Unsweet Tea

Price per meal

Option 2

Bacon, Sausage or Ham

Pancakes, French Toast or Waffles with Syrup

Scrambled Eggs

Hashbrowns or Grits

Coffee, Orange Juice, Sweet & Unsweet Tea

Option B

Bagged Lunches should be ready for pick-up at breakfast time – 6:00 a.m.

Bagged Lunch Price per bag

(Packed in a Gallon Ziploc bag)

1 Sub Sandwich

(One ham or One turkey, 4 oz Meat) slice of cheese (individually wrapped)

Lettuce/tomato baggies

(1slice tomato, 1 leaf of lettuce)

Mayo (1 Pack) Mustard (1 Pack)

Chips (1 Pack)

Cookie Pack or Full-Size Candy Bar

Option C

Dinner should be prepared and delivered by agreed upon time. This is usually between the hours of 6-7.

Dinner

Option 1 Price per meal

2 Meats (Ex. Grilled Chicken & BBQ Pork)

Vegetable (Ex. Green Beans)

Side Item (Macaroni & Cheese)

Option 2 Price per meal

2 Meats (Ex. Grilled Steak & Fried Chicken)

Vegetable (Ex. Side Salad w/dressing)

Side Item (Baked Potato w/fixings)

Option 3 Price per meal

2 Meats (Ex. Meat Lasagna & Chicken Alfredo)

Green Vegetable

Green Salad

Option 4 Price per meal

2 Meats (Ex. Beef Tips & BBQ Pork Ribs)

Vegetable

Side Item

Option D

Snack Service (Sample Snacks Listed) Snacks may be provided to workers in an assembly line. (Snack bags not required) Delivery time to be determined.

50 packs of each Price per snack item

Small Pack Beef Jerky

Peanut Butter Crackers (Individual Packs)

Full Size Candy Bar

Peanuts (Individual Packs)

5-Stick Pack of Gum or Individual Hard Candies

Oreo Cookies (packs of 6)

Trail Mix (Individual Pack)

Cheez It Crackers (Individual Packs)

Rice Krispy Treat (Individual Packs)

EXHIBIT “A”

AFFIDAVIT OF CORPORATE OWNERSHIP RFP

I, know all men by these presents that “Contractor’s Name,” hereafter called the “Contractor” as principal, do certify the following in regard to Central Florida Electric Cooperative, Inc., hereafter called the “Owner” in connection with the project described in the scope of services.

1. That the contractor, its proprietor, any partners, or stockholders are NOT an employee of the Owner and are NOT or HAVE NEVER BEEN on the Owner’s Board of Trustees; and

2. That the contractor, its proprietors, any partners, or stockholders are NOT immediately related to any employee of the Owner or the Owner’s current Board of Trustees other than those listed below

(immediately related means grandfather, grandmother, father, mother, brother, sister, son, daughter, and corresponding in-laws). Check “yes” or “no” accordingly. By listing individuals, it is understood that this subject action may disqualify the contractor from entering any contractual agreement with the Owner.

Relationship Yes No

Contractor Employee Relationship

% Owner

Owner

Employee

Relative