Catering_Request_for_Quote_Form_-_EOC_2026.pdf

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Date

City of Cocoa Request for Quotation

Service: Emergency Catering Services for City of Cocoa Essential Staff

Description: Deliver a variety of prepared and non-perishable food items to the City of Cocoa emergency operations centers (EOC), or other critical facilities described in this announcement, prior to a hurricane or other emergency. Prepared food will be delivered fully cooked in aluminum catering trays so it can be easily stored upon delivery and be placed in an oven for re-heating. Non-perishable food items will be boxed for easy storage. All meals are to be delivered in full within 24 hours of placing the order.

Minimum Requirements:

1. Capability to source, prepare, and deliver meals for City staff for up to five (5) days within

24 hours of placing an order.

2. Caterer must have the ability to prepare and deliver food in the event of a power outage.

3. Caterer must be able to deliver food in pre-hurricane storm conditions (sustained winds less than 36 mph).

4. Caterer must have been in business for at least 3 years.

5. Caterer facilities located no further than 10 miles from Cocoa City Hall

Delivery Locations Anticipated Headcount

1. City Hall – 65 Stone Street, 2nd Fl. 25

2. Fire Dept – 1740 Dixon Blvd. 22

3. Police Dept. – 1226 King St. 40

4. Public Works – 155 N. Wilson Ave. 60

5. Dyal Water Plant – 28400 SR 520 Christmas, FL 16

Finance Department Purchasing Division

65 Stone St. I Cocoa, FL 32922 Phone: (321) 433-8833 I Fax: (321) 433-8860 http://www.cocoafl.org/

Menu: It is anticipated that an order will be placed for at least two (2) full days’ worth of meals which will include – Breakfast, Lunch, Dinner, Snacks, Beverages, and all non-food items as specified below. The number of days requested may be for as little as one day and as many as five days. The total headcount and number of days will be requested at the time of the order.

The City will try to provide as much notice as possible but depending on the circumstances of the emergency, notice may be as little as 24 hours.

Sample Menu: The food items specified below are suggested and may be substituted for other similar items based on availability at the time of order.

• Breakfast: pancakes, eggs, bacon, sausage, cereal, granola bars, fresh fruit, oatmeal, juice, milk, bagels, muffins, biscuits & gravy, waffles

• Lunch: hot or cold sandwiches, wraps, salads, fruit, chips

• Dinner: chicken, meatloaf, beef stew, hamburgers, hot dogs, soup, chili, pasta, rice, beans, mashed potatoes, fresh vegetables

• Snacks: trail mix, granola bars, cookies, crackers, candy, popcorn

• Bread: rolls, buns, sandwich bread, butter

• Beverages: water, soda, iced tea (sweet and unsweet), lemonade, juice, milk

• Coffee: grounds, sugar packets, half and half (no artificial creamers)

• Condiments: ketchup, mustard, mayonnaise, salt, pepper

Non-Food Items:

• Paper plates, plastic forks, knives, spoons, and napkins

• Paper cups, coffee cups, coffee stirrers, coffee filters

• Paper to go containers (sectional)

• Plastic to go bags

Delivery and Setup:

• Food to be delivered to all locations within 24 hours of receiving an order.

• The food should be fully cooked and packaged in oven safe aluminum catering trays with contents labeled for easy storage and reheating. Other food items which do not require reheating may stay in their original packaging or packaged as needed for delivery.

• Unload the food and ensure that it is properly stored in a refrigerator provided at each of the specified locations.

Price:

• The total order amount will depend on the final headcount provided by City staff at the time of order but must be based off the proposed costs from this quote sheet.

Quote:

• If you wish to bid on this request for services, please complete the table below and fill out the capabilities statement.

• Provide a 3–5-day meal plan showing a breakdown of what food is intended for each meal during that day. A sample is provided to this request for Quote for reference.

• By submitting a quote, the submitter understands that there is no guarantee of work.

• In the event of an emergency where the City of Cocoa activates its emergency operations center, City staff may reach to you to place an order.

• The City reserves the right to place orders with multiple vendors if it is in the City’s best interests.

Breakfast Lunch Dinner Snacks Total Per Person per Day

*Paper goods, utensils, to-go containers, beverages including coffee, and other miscellaneous items as specified in this request are to be included in the per person rate.

Delivery/Setup Fee per location

*Please note that it is anticipated you will be delivering to five (5) separate locations though this may be subject to change at the time of order.

Capabilities:

1. How long has your company been in business?

2. How many employees will you have available to prepare and deliver this order?

3. What type of Kitchen Facility do you have (size, equipment)?

4. Do you have back-up power generation to run the facility and equipment? Yes / No If yes, what kind of backup?

5. What kind of delivery vehicles do you have (should be capable of delivering in pre-hurricane conditions)?

6. Did you attach a sample meal plan? Yes / No

When an order is placed the total price will be calculated by multiplying the per person quote above by the total headcount specified at the time of the order and the number of days requested. The Delivery and Setup Fee multiplied by the number of locations will then be added.

Payment:

• The City may make payment in full for services rendered within 45 days of receiving a valid invoice. Actual payment processing times may be faster.

*Quote to remain valid thru November 30, 2026*

Company Name Date

Contact Name Title

Cell Phone Email

Signature

Please complete and return ALL pages to Christine Savage, at csavage@cocoafl.gov. Call

(321) 433-8775 with questions.

http://www.cocoafl.org/ mailto:csavage@cocoafl.gov