Capital_Planning_Food_Services_EV00018092.docx

WRITTEN QUOTE CONTRACT: (M.G.L. Ch. 30B) Catering Services for Community Meetings and Events

Capital Planning Delavern Stanislaus

EV00018092

PROJECT SUMMARY:

Boston Public Schools (“BPS”) is seeking a qualified catering contractor to furnish, deliver, and set up food and beverage services for community meetings and events at various BPS-designated locations.

Services may include breakfast, lunch, dinner, light refreshments, snacks, and beverages. Depending on the event, BPS may request individually packaged meals, boxed meals, or buffet-style service. The contractor shall provide all necessary disposable materials, utensils, serving supplies, and equipment required for the requested service.

The contractor must be able to accommodate events of varying sizes, typically ranging from 50 to 200 participants, and accommodate dietary restrictions and food allergies as specified by BPS.

The total value of this contract shall not exceed $30,000 during the contract term.

WQC SCHEDULE:

CONTACT INFORMATION:

Shirley Nguyen | snguyen2@bostonpublicschools.org All questions should be emailed with EV00018092 in the subject line.

You can access this WQC and submit your quote electronically through the City of Boston Supplier Portal, via boston.gov/procurement.

1. INTRODUCTION AND SCOPE OF WORK

IMPORTANT INFORMATION:

By submitting a quote, each respondent accepts the terms and conditions listed in forms CM-10 and CM-11 which are incorporated herein by reference. Please see Appendix 1 for a full list of the forms that the selected vendor will be required to sign and submit during the contracting process if awarded.

1.1 BACKGROUND

Boston Public Schools is seeking catering services to support community meetings and events held at various BPS-designated locations. Providing food and refreshments at these events supports BPS's community engagement efforts by helping create accessible and welcoming meetings for families and community members. BPS will coordinate individual events through a designated point of contact responsible for scheduling, service requirements, attendance estimates, and invoice coordination. Food and beverage requirements may include:

· Breakfast, lunch, and dinner

· Light refreshments and snacks

· Non-alcoholic beverages

· Individually packaged, boxed, or buffet-style meals

· All disposable materials, utensils, serving supplies, and equipment necessary for the requested service.

Event Requirements and Service Standards The contractor must be able to accommodate varying attendance levels, typically ranging from 50 to 200 participants per event, and must comply with all applicable food-safety requirements. The contractor must also be capable of providing menu options that accommodate dietary needs and restrictions, including, as requested:

· Vegetarian

· Vegan

· Gluten-free

· Dairy-free Food items must be clearly identified or labeled when necessary to communicate dietary restrictions and common allergens.

We look forward to receiving your response.[footnoteRef:0] [0: This WQC follows all applicable requirements for open competition, and the City encourages participation from small, local, minority-owned, women-owned, and veteran-owned businesses. To support equality of opportunity for these businesses, we also encourage respondents to solicit for the subcontracting of goods and services from certified businesses. The City’s directory of certified businesses is available at This Link.]

1.2 SCOPE OF SERVICES

Deliverables / Tasks The selected contractor shall provide food and beverage services on an as-needed basis at BPS-designated locations. For each event or order, services may include:

· Preparing the requested food and beverages;

· Delivering orders to the location designated by BPS;

· Setting up food and beverages as requested;

· Providing breakfast, lunch, dinner, snacks, refreshments, and beverages;

· Providing individually packaged meals, boxed meals, or buffet-style service;

· Providing disposable plates, cups, napkins, utensils, serving materials, and related supplies;

· Accommodating dietary restrictions and food-allergy requirements communicated by BPS;

· Clearly identifying applicable dietary accommodations and allergens; and

· Providing sufficient staffing and equipment to complete delivery and setup within the time specified by BPS.

Minimum Requirements / Qualifications To be eligible for award, the vendor must:

· Have experience providing catering or comparable food-service services;

· Demonstrate successful completion of at least two similar catering engagements;

· Have sufficient staffing and operational capacity to serve events generally ranging from 50 to 200 participants;

· Be capable of delivering and setting up services at BPS-designated locations;

· Be capable of accommodating the dietary requirements identified in this WQC;

· Comply with applicable food preparation, handling, transportation, and safety requirements; and

· Be capable of providing itemized invoices for each event or order.

Services will be ordered on an as-needed basis. BPS makes no guarantee regarding the number of events, number of meals, frequency of orders, or minimum dollar amount that will be purchased under the contract.

Standard event orders will be placed with at least a week’s notice. Short-notice and emergency orders require at least a 3 business day notice.

1.3 CONTRACT DETAILS

* Contract will be awarded to the lowest quote deemed responsible and responsive Payment and Pricing Requirements

· Payment will be made following satisfactory delivery and acceptance of the food, catering, and related services ordered by BPS.

· Invoices must clearly identify the applicable event or order, service date, and food or catering services provided.

· Invoices shall be submitted to bpsb.invoices@boston.gov, unless otherwise directed by BPS.

· All quoted unit prices must be fully inclusive of food, beverages, preparation, packaging, delivery, setup, service staff where applicable, supplies, administrative costs, and incidental expenses.

· No additional fees, surcharges, delivery charges, reimbursements, or other expenses will be paid unless expressly authorized by BPS in writing.

2. HOW WE CHOOSE

This section explains how we will choose the supplier and what we consider a responsive and responsible vendor.

2.1 RULE FOR AWARD:

The contract will be awarded to the responsible and responsive vendor offering the needed quality of service at the lowest quotation.

To be considered responsive, a vendor's quote must:

· Be submitted by the stated deadline;

· Include all information required by this WQC;

· Include completed pricing;

· Respond to the requested qualifications and experience requirements; and

· Demonstrate that the proposed services meet the requirements and specifications contained in this WQC.

To be considered responsible, a vendor must demonstrate the capability, capacity, integrity, and reliability necessary to perform the services described in this WQC.

2.2 YOUR QUOTE

To show that you meet the requirements to be considered responsible and responsive, please answer the questions below. Feel free to include other information that may be relevant.

Q1: PROJECT DELIVERY

QUESTION:

Please explain how you will deliver the services described in the Scope of Work. Suggested length: 1–2 pages.

To demonstrate that you meet the requirements of this Written Quote Contract, focus on:

· The catering and food-service services your organization provides;

· How long your organization has provided these services;

· Your process for receiving and confirming individual event orders;

· Your approach to food preparation, packaging, delivery, and setup;

· Your ability to accommodate events of approximately 50 to 200 participants;

· Your approach to vegetarian, vegan, gluten-free, dairy-free, halal, kosher, and allergy-related requirements;

· Your food-safety and quality-control practices; and

· Your ability to respond to the scheduling needs of BPS throughout the contract term.

RESPONSE:

Q2: PROJECT TEAM

QUESTION:

Provide the qualifications of the staff who will work on this project. Suggested length: 1–2 pages.

An ideal answer will include:

· Identify the primary contract manager or point of contact;

· Describe the roles and relevant experience of key staff responsible for coordinating and supporting BPS catering services;

· Describe the team’s overall catering and food-service experience; and

· Explain how adequate staffing and coverage will be maintained to meet BPS scheduling and service needs throughout the contract term.

RESPONSE:

2.3 REFERENCES

Provide 2 references using the template provided below, directly corresponding to the requirements for responsibility & responsiveness.

REFERENCE 1

Organization

Project Manager (or equivalent)

Phone Number

Email (if available)

Project Description

Project Start and End Dates

Expertise Demonstrated by this Project

REFERENCE 2

Organization

Project Manager (or equivalent)

Phone Number

Email (if available)

Project Description

Project Start and End Dates

Expertise Demonstrated by this Project

2.4 QUOTE PRICING TEMPLATE

Vendor Instructions:

Complete pricing lines for all applicable categories below. Provide a per-person unit price for food and beverage items and a per-event price for delivery/setup, as indicated. Prices must include all costs necessary to provide the service, including food preparation, packaging, labor, delivery, setup, serving supplies, utensils, condiments, and other incidental costs unless specifically identified as a separate line item below.

Vendors may identify the specific menu items they would typically provide within each category. However, the pricing unit and service category must remain unchanged so that BPS can fairly compare quotations.

Grab-and-Go Breakfast (Danishes, Muffins, Bagels and Condiments)

Grab-and-Go Breakfast (Danishes, Muffins, Bagels and Condiments)

Grab-and-Go Breakfast (Danishes, Muffins, Bagels and Condiments)

Hot Breakfast (Breakfast Meats, Eggs, Waffles/Pancakes)

Hot Breakfast

Hot Breakfast

Grab-and-Go Lunch/Dinner (ready to go sandwiches/subs)

Grab-and-Go Lunch/Dinner

Grab-and-Go Lunch/Dinner

Hot Lunch/Dinner Entrée (a standard and a vegetarian option)

Hot Lunch/Dinner Entrée

Hot Lunch/Dinner Entrée

Important: The quantities listed above are estimated quantities solely for the purpose of comparing vendor quotations. They do not represent a guaranteed purchase quantity, minimum order, or commitment by Boston Public Schools.

Actual orders may vary in quantity, menu selection, meal type, location, dietary requirements, delivery requirements, and event size.

2.5 OTHER REQUIRED DOCUMENTS

Vendors must submit the following items along with their quote submission:

· Menu Samples

· Business/Health Licenses

· Sample Invoice

· Food Safety Plan

· Capacity Statement

· Signed Acknowledgment form

Serving Style: Meals may be provided as individually packaged, boxed, or buffet-style, as requested by the City. Pricing should be inclusive of the applicable serving style unless otherwise identified in the bid.

Note: The number of estimated people who may attend an event at any time, will range from 50 to 200. The city may request more, less, or no additional meal service. Payment will be based on the unit prices provided here and the actual number of people attending the event.

All materials should be submitted online in the City of Boston Supplier Portal, which can be accessed at boston.gov/procurement. Select the “Supplier Portal” button. You must log into your vendor account in order to access this bidding opportunity EV00018092 .

APPENDIX 1: CONTRACT TERMS AND CONDITIONS

Please review and complete the applicable terms, conditions, and required forms as part of your quote submission to ensure that you are able to meet all City requirements if awarded the contract.

All vendors are required to review, complete, and return the following documents with their quote submission. Submission of these documents is required as part of the vendor’s response to this Written Quote Contract. Any additional documentation required from the selected vendor as part of contract execution will be identified by the City.

1. Form Wage-1 – Requirements Of The Boston Jobs, Living Wage, And Prevailing Wage Ordinance

2. Form Wage-2 – The Boston Jobs, Living Wage, And Prevailing Wage Ordinance Vendor Agreement 3.

By submitting a quote, each respondent accepts the terms and conditions listed in forms CM-10 and CM-11, which are incorporated herein by reference.

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