One_(1)_Time_-_Special_Event_Catering_Services.pdf
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- Attached to
- One (1) Time - Special Event Catering Services
- Solicitation number
- RFP 7-25
- Issued by
- Natrona County, Wyoming
About this file
The document is a Request for Proposal (RFP) #7-25 issued by the City of Cheyenne, Wyoming, seeking one-time special event catering services for its annual employee picnic. The RFP solicits proposals from catering companies to provide "Food Truck" style catering on August 27, 2025, from 10:30 am to 1:30 pm, with the proposal submission deadline set for July 15, 2025, at 3:00 pm. The city plans to select contractors by July 21, 2025, and specifically requests catering services that can accommodate a venue not suitable for a traditional buffet-style food serving line. Potential vendors must submit their proposals electronically through the city's eProcurement Portal and are required to respond to a detailed vendor questionnaire.
The RFP outlines specific payment terms, noting that the City of Cheyenne cannot pre-pay or make deposits in advance of the event and will provide payment via check on the day of the event. Vendors must submit a current IRS Form W-9 to receive payment. The proposal requires vendors to confirm their availability, understanding of the RFP requirements, and provide comprehensive company information including firm name, physical address, phone number, email address, and an authorized signature. The city emphasizes that any proposals received after the deadline will not be considered, and all addenda must be acknowledged through the eProcurement Portal or the proposal may be rejected.
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Other files
| File | Type | Posted |
|---|---|---|
| CATERING_PROPOSAL_SAMPLE_-_TEMPLATE.docx | DOCX document | |
| RFP_7-25_SCOPE_OF_WORK.pdf |
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Text version
REQUEST FOR PROPOSAL
RFP 7-25
ONE (1) TIME - SPECIAL EVENT CATERING SERVICES
City of Cheyenne
2101 O'Neil Ave., Room 309
Cheyenne, WY 82001
RELEASE DATE: June 25, 2025
DEADLINE FOR QUESTIONS: July 7, 2025
RESPONSE DEADLINE: July 15, 2025, 3:00 pm
RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:
https://procurement.opengov.com/portal/cheyennecity
City of Cheyenne
REQUEST FOR PROPOSAL
One (1) Time - Special Event Catering Services
I. Introduction II. Request for Proposal
III. Vendor Questionnaire
Attachments:
A - RFP 7-25 SCOPE OF WORK
B - CATERING PROPOSAL SAMPLE - TEMPLATE
Request For Proposal #RFP 7-25 Title: One (1) Time - Special Event Catering Services
1. Introduction
1.1. Summary
The City of Cheyenne is requesting proposals from caterings companies, interested in providing services for a special event. The City hosts an annual employee picnic, and the City desires to hire multiple companies to provide catering services.
The City is requesting “Food Truck” style catering, as the venue is not favorable to laying out a “Buffet
Style” food serving line.
1.2. Contact Information
TJ Barttelbort
Purchasing Manager
2101 O'Neil Ave, Room 309
Cheyenne, WY 82001
Email: tbarttelbort@cheyennecity.org
Phone: (307) 773-1045
Department:
Purchasing
1.3. Timeline
Release Project Date June 25, 2025
Question Submission Deadline July 7, 2025, 5:00pm
Addendum Response Deadline July 8, 2025, 5:00pm
Proposal Submission Deadline July 15, 2025, 3:00pm
Contractor Selection Date July 21, 2025
Date of Event August 27, 2025 mailto:tbarttelbort@cheyennecity.org tel:(307)773-1045
2. Request for Proposal
One (1) Time - Special Event Catering Services
2.1. PROPOSAL REQUIREMENTS
To be considered, proposals must be received via the City's eProcurement Portal
Any proposal received after that time shall not be considered Email or fax submittals shall not be considered.
2.2. ADDENDA
Any and all Proposers may make inquiries in writing to City at any time prior to 5:00 pm on Monday, July
7, 2025. Any written question of a Proposer regarding the meaning or interpretation of the RFP, work scope, specifications, etc., must be submitted to the City prior to the above specified date. The City shall make reasonable efforts to ensure that clarifications given to any prospective Proposer shall be similarly furnished to all prospective Proposers in summary form as an addendum to this RFP if the lack of such information could reasonably be considered prejudicial towards uninformed Proposers. No technical assistance shall be given by the City to any Proposer in preparation of its proposal.
The City intends to respond to all questions and inquires no later than, Tuesday, July 8, 2025
Written inquiries shall be submitted via the City's eProcurement Portal.
Any or all changes, additions, or clarifications in connection with this RFP shall be issued by the City in the form of written addenda. Oral comments, responses and/or representations shall not be binding upon the City.
If any Addenda are issued, each Proposer must acknowledge each addenda via the City's eProcurement
Portal.
THE CITY WILL CONSIDER AS INCOMPLETE ANY PROPOSAL IN WHICH ALL ADDENDA ARE NOT
ACKNOWLEDGED, AND THIS WILL BE A BASIS FOR PROPOSAL REJECTION.
3. Vendor Questionnaire
3.1. Upload your Catering Proposal Here*
Please upload your Catering Proposal here. You may use the "CATERING PROPOSAL SAMPLE -
TEMPLATE" found in the attachments section, to prepare your proposal.
*Response required
3.2. Have you read and understood all aspects of the RFP?*
☐ Yes
☐ No
*Response required
3.3. Confirming Availability for Event*
Please confirm that by submitting your proposal, you hereby certify your catering company is available and willing to cater on AUGUST 27, 2025 from 10:30 am - 1:30 pm.
☐ Please confirm
*Response required
3.4. Payment Terms*
The City is unable to Pre-Pay or make Deposits in advance of the event. The City can provide a check for the full amount owed, at the event (day-of).
In order to render payment, the City will require a current IRS Form W-9 for each awarded caterer.
Please confirm you agree to abide by these payment terms.
☐ Please confirm
*Response required
3.5. PROPOSER INFORMATION
3.5.1. PROPOSER / FIRM NAME *
Name of Company Submitting Bid.
*Response required
3.5.2. FIRMS PHYSICAL ADDRESS*
Please provide, Street Address, City, State, and Zip Code.
*Response required
3.5.3. FIRM PHONE NUMBER*
Please provide phone number for Firm.
*Response required
3.5.4. FIRM E-MAIL ADDRESS*
Please provide e-mail address for Firm.
*Response required
3.5.5. PROPSERS SIGNATURE (NAME & TITLE)*
Please type the Name & Title of person authorized to submit a Proposal on behalf of the Firm.
*Response required
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