DEEP-2027-001-MM Catering Services Multiple State Parks.pdf

STATE OF CONNECTICUT RFQ FOR PAS PROCUREMENT DEC-2025

Department of Energy and Environmental Protection Page 1 of 37

STATE OF CONNECTICUT PROCUREMENT NOTICE

Requests for Qualifications For

Catering Services at Facilities Available for Rental at Multiple State Parks

RFQ Name: DEEP-RFQ-05012026 Issued By:

Department of Energy and Environmental Protection

July 28, 2026

The Request for Qualifications is available in electronic format on the State Contracting Portal by Filtering by Organization for the Department of Energy and Environmental Protection https://portal.ct.gov/DAS/CTSource/BidBoard

Agency’s Official Contact:

Name: State Parks RFQ Assistant, Tenia Seay Address: 79 Elm Street, Hartford, Connecticut E-Mail: DEEP.ParksDivisionRFP@ct.gov

Table of Contents Page

Section I. – General Information

Section II. – Background

Section III. – Program Requirements

Section IV. – Proposal and Selection Process

Section V. – Proposal Format

Section VI. – Evaluation Process

Section VII. – Mandatory Provision

Section VIII. – Attachments https://portal.ct.gov/DAS/CTSource/BidBoard mailto:DEEP.ParksDivisionRFP@ct.gov

Department of Energy and Environmental Protection Page 2 of 37

I. General Information

A. DEFINITIONS

For the purpose of this RFQ:

1. "Alcoholic beverage" means an alcoholic beverage as defined by section 30-1 of the

Connecticut General Statutes;

2. "Columbus Day" means the second Monday in October;

3. "Contractor" means a person retained, whether or not for compensation, by a renter in connection with an event, including but not limited to a caterer, bartender, photographer, musician, florist, or entertainer;

4. "Event" means a social, cultural, or business function, including but not limited to a party, reception, fund raiser, concert, conference or seminar held at a State Park. An event includes the primary event activity as well as set-up and take-down;

5. “Full-service caterer” means a catering company that provides comprehensive end-to-end services for an event, including but not limited to food preparation, presentation, service staff, rental equipment, bar service, desert services, furniture, silverware and plate packages, and more;

6. "Memorial Day" means the last Monday of May;

7. "Primary event activity" or "primary activity" means the endeavor or endeavors which are the event's principal purpose and excludes set-up and take-down;

8. "Rental or "rent" means the occupation, for the fees and under the conditions specified in the

Regulations of Connecticut State Agencies Sections 23-4-7 through 23-4-22, inclusive, of any of the premises (a) for the purpose of holding an event, and (b) the exclusion of all persons other than the renter, his guests, his contractors, and representatives of the Department;

9. "Renter" means a person who rents and secures the services of a caterer, as that term is defined in section 23-4 of the Regulations of Connecticut State Agencies; and

10. "Set-up" means activities conducted in preparation for the primary event activity, including but not limited to: food preparation, decoration with flowers or other items, setting up of tables and chairs, and delivery of equipment and supplies.

Additional definitions are detailed in DEEP’s Regulations for the Use and Fee Structure of Certain State Park Facilities section 23-4-8.

B. STATEMENT OF PURPOSE

The Department of Energy & Environmental Protection (DEEP) is issuing this solicitation to establish a professional list of qualified full-service caterers to provide end-to-end catering services for renters at the locations identified under the Regulations of Connecticut State Agencies (RCSA) 23-4-9 facilities for rental services; excluding the Pavilion at Putnam Memorial State Park. DEEP seeks these qualified caterers to provide services for a wide array of social, cultural, or business functions, including but not limited to a party, reception, fund raiser, concert, conference, seminar, or wedding commencing in the spring of 2027.

DEEP anticipates awarding specific scopes of work either directly or through future contracting processes amongst the qualified caterers. Selected caterers will be qualified under this solicitation for three (3) years beginning the spring of 2027. DEEP anticipates opening the solicitation for qualified full-service caterers on an annual rolling basis. This solicitation will close https://eregulations.ct.gov/eRegsPortal/Browse/RCSA/Title_23Subtitle_23-4_HTML/#_23-4-8 https://eregulations.ct.gov/eRegsPortal/Browse/RCSA/Title_23Subtitle_23-4_HTML/#_23-4-8 https://eregulations.ct.gov/eRegsPortal/Browse/RCSA/Title_23Subtitle_23-4_HTML/#_23-4-9 https://eregulations.ct.gov/eRegsPortal/Browse/RCSA/Title_23Subtitle_23-4_HTML/#_23-4-9

Department of Energy and Environmental Protection Page 3 of 37 once a minimum of three (3) and maximum of fifteen (15) qualified caterers have been sourced for each facility.

Caterers may submit qualifications for one or more locations, however caterers who submit qualifications for multiple locations are preferred. Proposals should clearly identify which location(s) their proposal is intended to support.

C. FACILITIES AVAIALBLE FOR END TO END CATERING SERVICES

• At Harkness Memorial State Park, the Mansion, Individual Rooms, and Amphitheatre may be rented singly or in combination for an event.

• At Rocky Neck State Park, the Pavilion may be rented for an event.

• At Fort Trumbull State Park, the South Lawn, Conference Center and Visitor Center may be rented singly or in combination with the Fort for an event.

• At Gillette Castle State Park, only the Visitors’ Center and the Veranda may be rented for an event. The Terrace may be rented for ceremonies only.

D. MINIMUM QUALIFICATIONS

1. A minimum of five (5) years in offsite catering service experience.

2. The ability and creativity to provide a variety of menu and pricing options for renters, including specialized diets (vegan, lactose free, ethnic specialties, etc.). Services may range from a breakfast meeting for 6, to an afternoon tea, to a black-tie wedding gala for up to 150 people. Styles of events may be cocktail, seated, buffet or stations.

3. Experience working at historic properties/and or similar locations.

4. Ability to work in compliance with DEEP regulations under the direction of DEEP staff.

5. A thorough understanding of the DEEP’s Regulations for Use and Fee Structure of Certain State Park Facilities RCSA Section 23-4-7 through 23-4-22, requirements, use and care of the building and grounds.

6. Insurance coverage as described in RCSA Section 23-4-17 (c) as amended which also indemnifies the State- DEEP.

7. All appropriate state and local licenses and permits including Qualified Food Operator licenses.

8. Certification of financial standing, bankruptcy, and adherence to state contracting laws.

See additional details in Part III B Scope of Work.

E. OFFICIAL AGENCY CONTACT

DEEP has designated the individual below as the Official Contact for purposes of this RFQ. The Official Contact is the only authorized contact for this procurement and, as such, handles all related communications on behalf of the Agency.

Name: State Parks RFP Assistant, Tenia Seay Address: 79 Elm Street, Hartford, CT 06106 E-Mail: DEEP.ParksDivisionRFP@ct.gov https://eregulations.ct.gov/eRegsPortal/Browse/RCSA/Title_23Subtitle_23-4_HTML/#_23-4-17 mailto:DEEP.ParksDivisionRFP@ct.gov

Department of Energy and Environmental Protection Page 4 of 37

Please ensure that e-mail screening software (if used) recognizes and accepts e-mails from the Official Contact.

F. REGISTERING WITH THE STATE CONTRACTING PORTAL

Proposers must register with the State of CT contracting portal at https://portal.ct.gov/DAS/CTSource/Registration if not already registered. Proposers shall submit the following information pertaining to this application to this portal (on their supplier profile), which will be checked by the Agency contact.

• Secretary of State recognition – Click on appropriate response

• Non-profit status, if applicable

• Notification to Bidders, Parts I-V

• Campaign Contribution Certification (OPM Ethics Form 1):

https://portal.ct.gov/OPM/Fin-PSA/Forms/Ethics-Forms

G. COMMODITY CODES

The services that DEEP wishes to procure through this RFQ are as follows:

50000000 Food Beverage and Tobacco Products 90000000 Travel and food and lodging and entertainment services 90100000 Restaurants and catering 90101500 Eating and drinking establishments 90101600 Banquet and catering services 90101603 Catering services 90110000 Hotels and lodging and meeting facilities 90120000 Travel facilitation

H. PROPOSAL SUBMISSION

CTsource is the only authorized method to submit proposals in response to this RFQ. Proposals must be received while the procurement is open.

Proposals received after the procurement has closed will be ineligible and will not be evaluated.

An acceptable submission must include the following:

• One (1) confirming electronic copy of the original proposal and

• The proposal must be complete, properly formatted and outlined, and ready for evaluation by the Screening Committee.

Proposers must use the electronic proposal submission functionality within CTsource.

I. MULTIPLE PROPOSALS.

The submission of multiple proposals is not an option for this procurement; however, proposers may include multiple locations in their proposal. A proposal must clearly identify all requested locations and should be listed in preference order. Refer to Section V. Proposal Format, Subsection B, for identifying locations within your proposal.

https://portal.ct.gov/DAS/CTSource/Registration https://portal.ct.gov/OPM/Fin-PSA/Forms/Ethics-Forms

Department of Energy and Environmental Protection Page 5 of 37

II. Background

A. DEEP Rental Process

In accordance with DEEP’s Regulations for the Use and Fee Structure of Certain State Park Facilities RCSA Sections 23-4-7 through 23-4-22, event dates are booked directly between the renter and DEEP. Once a rental is approved by DEEP, DEEP will provide renters with the list of resulting qualified caterers to choose from.

The renter is required to work directly with a DEEP qualified caterer of choice for services and prices. Renters are financially responsible for all catering services, fees, billing, or other associated monetary requirements, and payment shall be made directly to the qualified caterer.

DEEP holds no responsibility nor liability regarding any agreement between the renter and DEEP qualified caterer.

DEEP rental reservations may be accepted up to two (2) years in advance of the requested date and DEEP approved caterers should anticipate receiving requests on the same timeline. For example, an event requesting use of the Pavilion at Rocky Neck State Park on JUN-01-2029, may request a reservation beginning Jun-01-2027.

B. Facility Overview

The facilities list below is current as of March 2026 and will be updated as RCSA Sec. 23-4-9 is updated.

Additional facility details may be found in RCSA Sections 23-4-7 through 23-4-22; linked below:

1. Sec. 23-4-10. Availability of premises

2. Sec. 23-4-13. Maximum occupancy

3. Sec. 23-4-14. Applications for rentals; cancellations; insurance

4. Sec. 23-4-16. Use of caterers' tents

5. Sec. 23-4-18. Photography

6. Sec. 23-4-19. Music

7. Sec. 23-4-20. Flowers and other decorations

8. Sec. 23-4-21. Miscellaneous requirements

Harkness Memorial State Park - Waterford, CT

The Mansion, Individual Rooms, and Amphitheatre may be rented singly or in combination for an event.

• March 1 through December 23, the Mansion, Pergola, and Amphitheatre may be rented for an event Tuesday through Sunday between 10:00 a.m. and 11:00pm.

• Memorial Day through Columbus Day and on any day when the Mansion is open for public tours, an event may begin no earlier than 3:00 p.m. and the primary activity of such event may begin no earlier than 5:00 p.m.

• From March 1 through the Thursday preceding Memorial Day, and from the day after Columbus Day through December 23, the Individual Rooms may be rented for a meeting, seminar or conference on Tuesday through Friday between 8:00 a.m. and 4:00 p.m.

https://eregulations.ct.gov/eRegsPortal/Browse/RCSA/Title_23Subtitle_23-4_HTML/#_23-4-10 https://eregulations.ct.gov/eRegsPortal/Browse/RCSA/Title_23Subtitle_23-4_HTML/#_23-4-13 https://eregulations.ct.gov/eRegsPortal/Browse/RCSA/Title_23Subtitle_23-4_HTML/#_23-4-14 https://eregulations.ct.gov/eRegsPortal/Browse/RCSA/Title_23Subtitle_23-4_HTML/#_23-4-16 https://eregulations.ct.gov/eRegsPortal/Browse/RCSA/Title_23Subtitle_23-4_HTML/#_23-4-18 https://eregulations.ct.gov/eRegsPortal/Browse/RCSA/Title_23Subtitle_23-4_HTML/#_23-4-19 https://eregulations.ct.gov/eRegsPortal/Browse/RCSA/Title_23Subtitle_23-4_HTML/#_23-4-20 https://eregulations.ct.gov/eRegsPortal/Browse/RCSA/Title_23Subtitle_23-4_HTML/#_23-4-21

Department of Energy and Environmental Protection Page 6 of 37

Maximum occupancy: The maximum allowable number of individuals, excluding contractors and DEEP personnel, who may be present on the rented premises in connection with an event, is as follows:

• The Mansion, regardless whether the Amphitheatre, Pergola, or Individual Rooms are rented in connection with an event in the Mansion: 150

• The Amphitheatre: 125

• The Pergola: 150 (The pergola can only be rented in conjunction with the Mansion)

• Breakfast Room: 30

• Dining Room: 40

• Music Room: 80

The Mansion has kitchen space available; however, the kitchen does not include equipment or appliances. The kitchen includes upgraded electrical services and power strips, working sinks and abundant floor space to set up workstations. For the purpose of food preparation during an event, there is a service courtyard at the Mansion.

The use of the following furniture is available to renters:

• 18 (60”) round tables

• 6 (48”) round tables

• 6 (36”) round tables

• 10 (30”) round tables

• 14 (30”x96”) rectangular tables

• 12 (30”x72) rectangular tables

• 150 banquet chairs (Chivari style, non-wood finish, white, padded seat),

• 30 white folding chairs

Furniture and tent are included in the rental fee.

In 2024, Harkness Memorial State Park received eighty (80) rental requests with weddings being the primary event type.

In 2025, Harkness Memorial State Park received eighty-one (81) full mansion rentals and four (4) individual room rentals.

Rocky Neck State Park – Niantic, CT

The Ellie Mitchell Pavilion may be rented for an event.

• Memorial Day through Columbus Day, the Pavilion may be rented for an event any day of the week until midnight, provided that:

o on Monday through Thursday an event may begin no earlier than 8:00 a.m. and the primary activity of such event may begin no earlier than 10:00 a.m.

o on Friday through Sunday such an event may begin no earlier than 3:00 p.m. and the primary activity of such an event may begin no earlier than 5:00 p.m.

Maximum occupancy: The maximum allowable number of individuals, excluding contractors and DEEP personnel, who may be present on the rented premises in connection with an event at the Pavilion, is as follows:

• Standing or seated only, 350

• Seated, with tables: 300

The Pavilion does not have kitchen space available; there is a concrete slab preparation space outside the rear doors on the ground floor. There are upgraded four (4) GFI outlets and one (1)

Department of Energy and Environmental Protection Page 7 of 37 potable water spigot next to the concrete slab. There are two (2) 36” x 96” wood top tables for caterer use and a caterer’s cook tent no larger than 12’ x 12’ may be erected. Additionally, the 2nd floor prep area has three (3) bay sinks, one (1) bay sink with ‘wood’ top tables for cater use only:

• Two (2) 24” x 96” faux-wood top tables

• Four (4) 36” x 96” faux-wood top tables

• One (1) 36” x 72” faux-wood top table

The use of the following furniture is available to renters:

• 50 (60”) round tables

• 8 (30”) round tables, (four 28” high, and four 40” high)

• 12 (30”x96”) rectangular tables

• 40 banquet chairs (dark brown metal folding) for outside use only

• 200 white padded banquet chairs for indoor use only o DEEP anticipates an additional 100 while padded banquet chairs beginning MAY- 2027.

Furniture is included in the rental fee.

In 2024, Rocky Neck State Park received fourteen (14) rental requests with weddings being the primary event type.

In 2025, Rocky Neck State Park received twelve (12) rental requests.

Use of the 1st floor of the Pavilion is prohibited.

Fort Trumbull State Park – New London, CT

The South Lawn, Conference Center, and Visitor Center may be rented singly or in combination with the Fort for an event.

• The Fort and South Lawn may only be rented on days when the facility is open for public visitation. From Columbus Day through Memorial Day, the South Lawn and Fort are not available for rental. The curfew at the park is 11:00 p.m.

• The Fort Trumbull (FT) Visitor Center and the Conference Center are available for rental, year round. From Columbus Day to Memorial Day, the buildings are not available for rental on Saturdays and Sundays;

• The Fort, South lawn, FT Visitor and Conference Center are not available for rental on state or national holidays.

Maximum occupancy: The maximum allowable number of individuals, excluding contractors and DEEP personnel, who may be present on the rented premises in connection with an event, is as follows:

• The Fort: Maximum based on what is rented in conjunction with the Fort

• South Lawn: 240

• Conference Center: 60

• FT Visitor Center: 100 Standing

The Conference Center has a central kitchenette.

• Conference Hall

Department of Energy and Environmental Protection Page 8 of 37 o 60 classroom cloth chairs o 12 (24”x60”) classroom tables o 13 (24”x72”) classroom tables

• Classroom o 30 classroom cloth chairs o 8 (24”72”) classroom tables

• Lobby – the furniture within the lobby may not be moved but is available for guests when the lobby is used as part of a rental o 3 rocking chairs o 3 2-person benches

Furniture is included in the rental fee.

Alcoholic beverages are prohibited within the Conference Center.

In 2024, Fort Trumbull State Park received 47 requests with meetings being the primary event type.

Gillette Castle State Park – East Haddam, CT

The Gillette Castle (GC) Visitor’s Center and the Veranda, also known as the Terrace, may be rented for an event. The Terrace may be rented for ceremonies only.

• GC Visitor’s Center is available for rental, year round. From Columbus Day to Memorial Day, the building is closed on Mondays. Events may not begin prior to 5:00 p.m. and they must conclude by 11:00 p.m.

• From June through September, excluding holiday weekends, the Terrace is available for wedding ceremonies on Saturdays at 10:00 a.m. or 5:30 p.m. for a period of one-half hour.

• The building is not available for rental on state or national holidays.

Maximum occupancy: The maximum allowable number of individuals, excluding contractors and Department personnel, who may be present on the rented premises in connection with an event, is as follows:

• GC Visitor’s Center: 126 standing, 48 seated (not combined), 30 seated with tables

• Terrace: 75

The Visitor’s Center does not have a kitchen space.

• Terrace - 50 white folding chairs Furniture is included in the rental fee.

In 2024, at Gillette Castle State Park, the Terrace received fifteen (15) rental requests out of thirty-four (34) available dates and the GC Visitor Center zero (0) rentals.

In 2025, at Gillette Castle State Park, the Terrace received fifteen (15) rental requests out of thirty-four (34) available dates.

The Terrace is only available for ceremonies.

Department of Energy and Environmental Protection Page 9 of 37

III. Program Requirements

A. Services Requested

As a result of this solicitation, DEEP expects to retain a list of qualified full-service caterers available for renters of each facility identified under RCSA Section 23-4-9, excluding the Pavillion at Putnam Memorial State Park. DEEP seeks these qualified caterers to provide full-service catering services for a wide array of social, cultural, or business functions, including but not limited to a party, reception, fund raiser, concert, conference, seminar, or wedding. DEEP does not guarantee that all types of events will be requested, or that all qualified caterers will receive work.

B. Scope of Work For Qualified Caterers

1. Qualification Requirements: a qualified caterer shall provide the following scope of work for each event request:

a. One week (7 calendar days) prior to an event, the Caterer must provide the following information in writing to the Park and Recreation Supervisor of the rented facility:

i. Final head count,

ii. Final floor plan and seating arrangements, including direction of seats (facing a wall, window, etc.) using a DEEP approved floor plan; and

iii. Schedule of delivery of equipment, supplies, tables, chairs, utensils, linens, and any other item to be used for an event, in accordance with regulation and park policies for deliveries.

b. Prepare food off site in compliance with all applicable State statutes and regulations governing food service, sanitation, and hygiene. All food serving and storage temperatures must be in compliance with applicable state statutes and regulations.

c. Provide appropriate staffing for events.

i. Set-up and break-down events.

ii. Maintain cleanliness of the facility during and after events.

d. Provide high-quality and diverse food and menu options for a variety of price points to renters.

e. Ensure that only electric or Sterno food warmers are used within the rented premises; no other type of food warmers are allowed.

f. Ensure that only propane, electric stove, or an outdoor gas or charcoal grill food warmers are used out-of-doors. At Fort Trumbull State Park, a charcoal grill may not be used in the confines of the Fort. No other type of food cooker or warmers are allowed.

g. By the end of the event the qualified caterer shall ensure:

i. all waste generated by the event is properly disposed of or recycled;

ii. all equipment and supplies brought into the premises in connection with the event are removed; and

iii. the Kitchen, all areas where food or beverages were served, and any other areas of the rented premises or Park utilized by the Contractor are restored to their condition immediately before the event.

Department of Energy and Environmental Protection Page 10 of 37

2. License/Permits: a Qualified Caterer shall be responsible for all applicable, state and local licenses, permits and taxes necessary to perform catering services. They shall:

a. Have on staff and on site a Qualified Food Operator at all times as defined and in accordance with section 19-13B-42(s)(4), B48(j)(3), B49(t)(3) of the Connecticut Public Health Code.

b. Have and maintain a Food Service License/Registration during the duration of qualification.

c. Have a liquor permit issued pursuant to section 30-37j of the Connecticut General Statutes and shall maintain such license for the duration of qualification.

3. Alcoholic Beverages: a qualified caterer will be required to ensure that:

a. No alcoholic beverages are served in prohibited locations,

b. No alcoholic beverages are served to any guest who appears to be intoxicated or who may be under 21 years of age and does not provide legal proof of age,

c. Stop service of alcoholic beverages one-half (1/2) hour before the scheduled end of an event,

d. Alcoholic beverages may only be served to guests by an individual under the control and supervision of the Qualified Caterer,

e. Under no circumstance are guests allowed to serve an alcoholic beverage to themselves or any other individual(s),

f. Kegs of beer are not present on the rented premises; and

g. Alcoholic beverages served shall be free of charge, tipping a bartender or other server of alcoholic beverages is prohibited, and no bartender or other such server may solicit a tip.

4. Insurance: By January 31st of each year of qualification, the qualified caterer shall deliver to the

DEEP a certificate of insurance (COI) executed by an insurance company licensed in Connecticut, stating that qualified caterer carries insurance coverage as described in RCSA Section 23-4-17 (c) as amended and names CT- DEEP as an additional insured.

The Qualified Caterer shall immediately notify DEEP of any updates or changes to the insurance policy during the course of the year.

5. Financial Expectations: By January 31st of each calendar year of qualification, the qualified caterer shall deliver to the DEEP a certified statement of annual gross receipts, attested to before a Notary Public or a Commissioner of the Superior Court.

6. Performance Monitoring: Throughout the period of qualification, DEEP will monitor the performance of the Qualified Caterer. DEEP will report to the Qualified Caterer if breach or poor performance is found and provide its recommendations on any required correction strategies. All data collected will be saved to the Qualified Caterer file and DEEP shall use such data to determine whether the Qualified Cater may submit for qualification in future solicitations.

7. Additional Details:

a. Energy Star Provision (per CGS Section 4a-67c): Equipment and appliances offered pursuant to this qualification shall meet or exceed the federal energy conservation

Department of Energy and Environmental Protection Page 11 of 37 standards set forth in the Energy Policy and Conversation Act, 42 USC 6295, any federal regulations adopted thereunder, and shall meet or exceed the federal Energy Star standards established by the U.S. Environmental Protection Agency and the U.S.

Department of Energy.

b. Security and/or Property Entrance Policies and Procedures: Qualified Caterers shall adhere to established security and/or property entrance policies and procedures for each facility.

It is the responsibility of each Qualified Caterer to understand and adhere to those policies and procedures prior to any attempt to enter any DEEP premises for the purpose of carrying out the scope of work described in this qualification.

c. Prohibited activities: Renters and Qualified Caterers may not participate nor allow the following activities, including but not limited to, to occur as part of the rental:

i. Drone use of any kind

ii. Self-serving of alcohol by guests

iii. Driving and parking of vehicles in non-designated areas

iv. Fireworks and sparklers

v. Fog machines

C. Evaluation Criteria

DEEP shall select the most responsible and responsive proposals which are determined by DEEP to be the best suited and most advantageous to the State on the basis of the criteria included in this RFQ. The criteria are the objective standards that DEEP will use to determine the qualifications of the proposal. Additional information about the evaluation process may be found in Sec. VI Evaluation Process on Pg. 18 of this RFQ.

Qualified Caterers Must Meet the Following:

DEEP shall determine qualified caterers on a first-come, first-served basis when the caterer meets the following requirements which Proposers are asked to address in their proposals:

1. Experience

a. Minimum of five (5) years’ experience as a full-service, off-site caterer handling different types and sizes of events. Reliability/availability; staffing (full-service catering with key dedicated event managers/staff) of personnel who would have direct participation in events. Provide a list of venues where you regularly provide or have provided catering services, and any current or previous venues where you had exclusive catering rights.

b. Explain any experience working at historic properties/listing of similar events and your ability to work in compliance with venue regulations under the direction of venue staff.

Qualified Caterers are expected to have a thorough understanding of the Regulations of Connecticut State Agencies Section 23-4-7 through 23-4-22, requirements, use and care of the building and grounds.

c. Provide three (3) letters of reference demonstrating similar scope from recent clients.

Provide their name, title, company, address and phone number.

d. Have at least two Qualified Food Operator (QFO) members on staff.

2. Menu

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a. Proposed menu options and pricing breakdown, and ability to provide menus for a variety of occasions, range of tastes, quality, diversity, and creativity. Demonstrated ability to handle specialized needs including vegetarian, ethnic, allergen, etc.

b. Describe your ability to provide Stand-alone bartender services.

c. Describe your ability to provide or secure additional services requested by the renter including, but not limited to:

i. Dessert services (ice cream bar, cake, etc.)

ii. Utensil and linen services inventory

iii. Table and chair rentals inventory where necessary

iv. Tabletop decorations or center piece rentals inventory

d. Provide a minimum of four (4) different menu package options at varying and competitive price points.

3. Qualifications

a. Food Service License

b. Liquor license

c. Enough qualified employees to complete necessary tasks in a professional and competent manner. At least two (2) staff with a Qualified Food Operator Certifications.

d. Valid Certificate of Insurance naming CT-DEEP as an additional insured

e. Most recent financial statement prepared by a Certified Public Accountant for the business.

4. Informational Resources

a. Provide your business’s dedicated website with menu items available (not a social media website)

b. Provide physical brochures with photographic imagery of menu options

c. Describe your current/ongoing marketing strategy including advertisements, promotional events, web/social media, etc.

d. Describe your business’s staffing, include titles and roles needed to operate the catering service. Describe the dress code for all your personnel.

e. Describe any legal actions filed for or against you personally or your company within the last three years, including bankruptcy filings.

D. Cost and Schedule

Qualifications through this solicitation will be valid for a period of three (3) calendar years beginning in 2027 through a Catering Concession Services Agreement which will terminate on December 31st of the third calendar year the Agreement is in effect.

The Agreement will have a total cost of $1875.00 for the length of the Agreement. The cost of the Agreement will be paid in annual installments of $625.00 by January 31st each year the Agreement is in effect. The Agreement will be valid for each location identified by a Qualified Caterer in an approved proposal.

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By submitting a response to this RFQ, the proposer agrees:

1. to the Catering Concession Services Agreement Cost and Schedule,

2. to enter into the State’s Contracting process to secure a Catering Concession Services Agreement upon notice of qualification approval (See Attachment A) , and

3. to comply with all pertinent state and local rules and regulations concerning the operation of a catering concession on state property.

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IV. Proposal and Selection Process

1. This solicitation will be open beginning July 28, 2026, and remain open until each rentable facility has a minimum of three (3) and maximum of fifteen (15) Qualified Caterers.

Each proposer shall carefully examine this solicitation, any and all requirements, and the Regulations of Connecticut State Agencies sections 23-4-7 through 23-4-22. Proposers should familiarize themselves will all proposal requirements prior to submitting their proposal.

Should the proposer note any discrepancies, require clarifications, or wish to request interpretations of any kind, they shall submit a written request to the Official Contact or through the CTSource contact process. DEEP shall respond to such written requests in kind and shall post such written responses which address discrepancies only, to the RFQ Solicitation on CTSource.

Proposers may request a site visit at any of the identified rentable facilities which will be scheduled at the earliest convenience of DEEP and the Park and Recreation Supervisor of the respective State Park.

2. DEEP will only review proposals that meet the following requirements:

A. Proposals must be complete and provide evidence of all requirements detailed in Part III A- C. Incomplete proposals will not be considered.

B. Proposals shall be submitted electronically to CTSource in PDF format only. PDF files should be searchable. For identification purposes, all electronic files must be named using the proposer’s entity name in the title of the document.

C. Proposers will either meet the qualifications or they will not.

D. Proposals will be reviewed bi-weekly while this solicitation is open.

E. DEEP will inform proposers when a proposal does not meet the program requirements.

a. It is the responsibility of the proposer to carefully review a proposal to ensure it meets all requirements.

b. Incomplete proposals will be rejected and the proposer will be informed of incomplete submission.

F. DEEP will inform proposers that meet the requirements of the RFQ to begin negotiating a Caterer Concession Agreement.

G. Any costs and expenses incurred by Proposers in preparing or submitting proposals are the sole responsibility of the Proposer.

3. DEEP reserves the right to:

A. Reject any and all proposals in whole or in part, and waive minor irregularities and omissions if the best interest of the State will be served, B. Cancel, amend, modify or otherwise change this RFQ at any time if it deems it to be in the best interest of the State to do so, C. Require proposers to confirm their ability to provide all proposed services. Any required confirmation must be provided at a site approved by DEEP without cost to the State; and

D. The DEEP reserves the right to waive minor technical defect, irregularities and omissions

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V. Proposal Format

Proposers are required to submit the information detailed below. Proposals must be organized and presented in the order listed below. Responses should be presented in appropriate detail to thoroughly respond to the requirements and expected services.

Proposals shall adhere to the following format. Proposals received that do not meet this format will not be considered. A proposer may resubmit an amended proposal should they receive notice their proposal does not meet the format requirements.

A. Style Requirements

Pagination – the proposers name must be displayed in the header of each page. All pages must be numbered in the footer.

Formatting – this is an electronic submission, electronic submissions shall conform to the following

a. PDF format

b. Font size – 11 or 12 point

c. Paper size – letter 8.5” x 11”

d. Line spacing – Single (1.0”)

B. Submission Format

1. The Proposer must use Attachment C – Cover Sheet to capture the following information

· RFQ Name or Number:

· Legal Name:

· FEIN (not required for currently contracted providers/vendors)

· Street Address:

· Town/City/State/Zip:

· Contact Person:

· Title:

· Phone Number:

· E-Mail Address:

· Authorized Official:

· Title:

· Signature:

· Proposer Certification and Signature

2. Executive Summary:

a. High level summary, not to exceed one (1) page, describing eligibility and qualifications to respond to this RFQ, and notice of confidential information as described in No. 7 of this section.

3. Experience:

a. Provide a detailed background including a description of relevant experience in providing similar services at similar types of venues of the Company. Include year business established, regular volume of events, size/type of events, venues, etc.. Name of assigned project manager and a list of staff members who would be involved with the

Department of Energy and Environmental Protection Page 17 of 37 catering services including their assigned roles and a description of their background and experience.

b. Proposers are required to review the Regulations of DEEP RCSA Section 23-4-7 through 23-4-22, requirements, use and care of the building and grounds and shall submit a written statement acknowledging the understanding of the requirements and how the Proposer will adhere to the requirements or any changes.

c. Submit a listing of venues where the company regularly provides catering services, and any current or previous venues where the company had exclusive catering rights

d. Provide three (3) to five (5) letters of reference from similar public and/or private venues (i.e. rental facilities where the Proposer provided catering services) completed within the last 5 years.

e. List of all requested facility locations in preferential order to provide services.

4. Menu and Services:

Pricing, quality, diversity, creativity and suitability of proposed menus and services offered.

a. Submit proposed menu options for the following:

i. REQUIRED - Plated Dinner – wedding and non-wedding

ii. REQUIRED - Buffet Dinner - wedding and non-wedding

iii. OPTIONAL - Station Style Dinner

iv. REQUIRED - Lunch Buffet

v. REQUIRED - Bar (Full open bar, open beer/wine bar, bar only (no food) services)

vi. OPTIONAL - Breakfast

vii. REQUIRED - Hors d’oeuvre (light refreshments)

b. Pricing as of January 2027 for all identified menu and service options and a detailed explanation on the pricing strategy and price per person, include costs for table settings, labor, etc.

c. Photographs, brochures and/or catalogs of presentations, displays etc. of past work.

d. Detailed description of any and all additional service offerings available.

5. Qualifications:

a. Copy of current food service license/catering license for the applicable locations.

b. Copy of Qualified Food Operator (QFO) certificates for two (2) staff members.

c. Copy of State of Connecticut issued Off-Premises Caterer Liquor permit issued pursuant to section 30-37j of the Connecticut General Statutes.

d. Proof of required insurance coverage including liquor liability.

e. Provide evidence that the business is financially stable. Submit the most recent financial statement prepared by a Certified Public Accountant for the business or other notarized financial statement and affirm that the business has not been formally found to have engaged in financial impropriety, is not subject of current, pending or past litigation, and is not in violation of state and federal law. Describe any legal action filed for or against you personally or your business within the last three years, including bankruptcy filings.

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6. Additional Information:

a. Provide your business’s dedicated website with menu items available.

b. Describe your current/ongoing marketing strategy including advertisements, promotional events, web/social media, etc.

c. Describe your business’s staffing, include titles and roles needed to operate the catering service. Describe the dress code for all your personnel.

7. Declaration of Confidential Information:

a. Proposers are advised that all materials associated with this procurement are subject to the terms of the Freedom of Information Act (FOIA), the Privacy Act, and all rules, regulations and interpretations resulting from them. If a proposer deems that certain information required by this RFQ is confidential, the proposer must label such information as CONFIDENTIAL prior to submission. In the executive summary of the proposal submission, the proposer must reference where the information labeled CONFIDENTIAL is located in the proposal. EXAMPLE: Section 1-A. For each subsection so referenced, the proposer must provide a convincing explanation and rationale sufficient to justify an exemption of the information from release under the FOIA. The explanation and rationale must be stated in terms of (a) the prospective harm to the competitive position of the proposer that would result if the identified information were to be released and (b) the reasons why the information is legally exempt from release pursuant to C.G.S. § 1-210(b).

8. Conflict of Interest – Disclosure Statement:

a. Proposers must include a disclosure statement concerning any current business relationships (within the last three (3) years) that pose a conflict of interest, as defined by C.G.S. § 1-85. A conflict of interest exists when a relationship exists between the proposer and a public official (including an elected official) or State employee that may interfere with fair competition or may be adverse to the interests of the State. The existence of a conflict of interest is not, in and of itself, evidence of wrongdoing. A conflict of interest may, however, become a legal matter if a proposer tries to influence, or succeeds in influencing, the outcome of an official decision for their personal or corporate benefit. The Agency will determine whether any disclosed conflict of interest poses a substantial advantage to the proposer or is not in the best interests of the State. In the absence of any conflict of interest, a proposer must affirm such in the disclosure statement. Example: “[name of proposer] has no current business relationship (within the last three (3) years) that poses a conflict of interest, as defined by C.G.S. § 1- 85.”

9. Statement of Assurances:

Proposers must complete Attachment B – Statement of Assurances and include it in the RFQ submission.

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VI: Evaluation Process

The information provided in each RFQ submission will be evaluated for completeness and consistency with the documentation requirements and criteria outlined in PART V. Proposal Format, subsection Submission Format. RFQ submissions will either pass or fail qualification.

DEEP will:

• evaluate submissions on a bi-weekly basis while the solicitation is open;

• reject submissions as ‘failure to qualify’ when the RFQ submission is incomplete, inconsistent with the minimum requirements identified, or fails to meet the goals of the

RFQ;

• approve submissions as ‘qualifications approved’ when the RFQ submission provides evidence to meet the minimum requirements identified and overall goals of the RFQ; and

• inform the proposer of the evaluation result within fifteen (15) business days of the evaluation.

RFQ Submissions which are approved will be contacted in writing to commence the State’s Contracting Process.

VII: Mandatory Provisions

By submitting a response to this RFQ, the respondent implicitly gives the following assurances:

1. Acceptance of the Standard Contract Provisions. The proposer accepts the standard contract provisions as described in Attachment A – Sample Contract.

2. Collusion. The respondent represents and warrants that the respondent did not participate in any part of the RFP development process and had no knowledge of the specific contents of the RFQ prior to its issuance. The respondent further represents and warrants that no agent, representative, or employee of the State participated directly in the preparation of the respondent’s proposal. The respondent also represents and warrants that the submitted proposal is in all respects fair and is made without collusion or fraud.

3. State Officials and Employees. The respondent certifies that no elected or appointed official or employee of the State has or will benefit financially or materially from any contract resulting from this RFQ. The Agency may terminate a resulting contract if it is determined that gratuities of any kind were either offered or received by any of the aforementioned officials or employees from the respondent, contractor, or its agents or employees.

4. Competitors. The respondent assures that the submitted RFQ Response is not made in connection with any competing organization or competitor submitting a separate RFQ Response to this RFQ. No attempt has been made, or will be made, by the responder to induce any other organization or competitor to submit, or not submit, an RFQ Response for the purpose of restricting competition. The respondent further assures that the proposed costs have been arrived at independently, without consultation, communication, or agreement with any other organization or competitor for the purpose of restricting competition. Nor has the respond knowingly disclosed the proposed costs on a prior basis, either directly or indirectly, to any other organization or competitor.

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5. Validity of RFQ Response. The respondent certifies that the RFQ Response represents a valid and binding offer to provide services in accordance with the terms and provisions described in this RFQ and any amendments or attachments hereto. The RFQ Response shall remain valid for a period of 180 days after the submission due date and may be extended beyond that time by mutual agreement. At its sole discretion, the Agency may include the RFQ Response, by reference or otherwise, into any contract with the successful respondent.

6. Veracity of Statements. The respondent certifies that the submitted information is true, accurate and complete to the best of his/her knowledge.

7. Press Releases. The respondent agrees to obtain prior written consent and approval of the Agency for press releases that relate in any manner to this RFQ or any resultant contract.

By submitting a response to this RFQ, the respondent implicitly agrees to comply with the following terms and conditions:

1. Equal Opportunity and Affirmative Action. The State is an Equal Opportunity and Affirmative Action employer and does not discriminate in its hiring, employment, or business practices.

The State is committed to complying with the Americans with Disabilities Act of 1990 (ADA) and does not discriminate on the basis of disability in admission to, access to, or operation of its programs, services, or activities.

2. Preparation Expenses. Neither the State nor the Agency shall assume any liability for expenses incurred by a respondent in preparing, submitting, or clarifying any proposal submitted in response to this RFQ.

3. Exclusion of Taxes. The Agency is exempt from the payment of excise and sales taxes imposed by the federal government and the State. Respondents are liable for any other applicable taxes.

4. Proposed Costs. No cost submissions that are contingent upon a State action will be accepted. All proposed costs must be fixed through the entire term of the contract.

5. Changes to Proposal. No additions, supplemental information, or changes to the original RFQ Response will be allowed after submission. While changes are not permitted, the respondent may inform the Agency of an RFQ Response that does not meet requirements and may submit a new RFQ Response.

6. Campaign Contribution ban (Required by SEEC). With regard to a State contract as defined in C.G.S. Sec 9-612(g)(1)(C) having a value in a calendar year of $50,000 or more in a combination or series of such agreements or contracts having a value of $100,000 or more, the authorized signatory to this submission in response to the State’s solicitation expressly acknowledges receipt of the State Elections Enforcement Commission’s notice advising prospective state contractors of state campaign contribution and solicitation prohibitions, and will inform its principals of the contents of the notice. See SEEC Form 10.

By submitting a response to this RFQ, the respondent implicitly accepts that the following rights are reserved to the State:

1. Timing Sequence. The timing and sequence of events associated with this RFQ shall ultimately be determined by the Agency.

2. Amending or Canceling RFQ. The Agency reserves the right to amend or cancel this RFQ on any date and at any time, if the Agency deems it to be necessary, appropriate, or otherwise in the best interests of the State.

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3. Award and Rejection of RFQ Responses. The Agency reserves the right to award in part, to reject any and all proposals in whole or in part, for misrepresentation or if the RFQ Response limits or modifies any of the terms, conditions, or specifications of this RFQ. The Agency may waive minor technical defects, irregularities, or omissions, if in its judgment the best interests of the State will be served. The Agency reserves the right to reject the RFQ Response of any respondent who submits an RFQ Response after the submission date and time.

4. Sole Property of the State. All RFQ responses submitted to this RFQ are to be the sole property of the State. Any product, whether acceptable or unacceptable, developed under a contract awarded as a result of this RFQ shall be the sole property of the State, unless stated otherwise in this RFQ or subsequent contract. The right to publish, distribute, or disseminate any and all information or reports, or part thereof, shall accrue to the State without recourse.

5. Contract Negotiation. The Agency reserves the right to negotiate or contract for all or any portion of the services contained in this RFQ. The Agency further reserves the right to contract with one or more respondent for such services.

6. Clerical Errors in Award. The Agency reserves the right to correct inaccurate awards resulting from its clerical errors. This may include, in extreme circumstances, revoking the awarding of a contract already made to a respondent and subsequently awarding the contract to another respondent. Such action on the part of the State shall not constitute a breach of contract on the part of the State since the contract with the initial respondent is deemed to be void ab initio and of no effect as if no contract ever existed between the State and the respondent.

7. Key Personnel. When the Agency is the sole funder of a purchased service, the Agency reserves the right to approve any additions, deletions, or changes in key personnel, with the exception of key personnel who have terminated employment. The Agency also reserves the right to approve replacements for key personnel who have terminated employment.