Quick Quote # 15-27-LB - PPD Portsmouth United - Cold Treat Food Truck Services - Complete Bid Package 08.31.26.pdf

Quick Quote

QQ # 15-27-LB

COLD TREAT FOOD

TRUCK SERVICES

AUGUST 31, 2026

Invitation For Bids

QQ Number: 15-27-LB

Issue Date: August 31, 2026

Title: Cold Treat Food Truck Services

Issuing Agency: City of Portsmouth

Purchasing Office

801 Crawford Street, 5th Floor

Portsmouth, VA 23704

NOTE: Bidder is required to complete enclosed W-9 form and return with bid response. Bids not inclusive of a completed W-9 may not be considered.

Initial Period Of Contract: From Date of Award Through two (2) years with three (3) one-year renewable periods

All bids must be submitted electronically online via eVA eva.virginia.gov until Wednesday, September 16, 2026, 2:00 PM EDT at which time the bids will be closed.

Bids will be opened and read aloud the next day Thursday, September 17, 2026, 2:00 PM EDT by teams meeting link via

Microsoft Teams.

https://teams.microsoft.com/meet/254836142337599?p=w2YfE5xs8HBEZHiDh5 Meeting ID: 254 836 142 337 599 Passcode: Fd3MY7Rg

Dial in by phone

+1 804-294-1932,,576544440# United States, All locations

Find a local number Phone conference ID: 576 544 440#

Any Bids received after the specified time and date will not be considered. Paper bids will NOT be accepted

All Inquiries for Information Should Be Directed To: Loren Bowen via email: bowenl@portsmouthva.gov

The deadline for questions concerning this Bid shall be made in writing via email by Tuesday, September 8, 2026, 2:00 PM

EDT at bowenl@portsmouthva.gov. also cc city_purchasing@portsmouthva.gov Please add the solicitation name and number to the subject field of your email.

PREBID CONFERENCE: No pre-bid meeting will be held for this solicitation.

In compliance with this Invitation for Bids (IFB) and all conditions imposed in this IFB, the undersigned firm hereby offers and agrees to furnish all goods and services required by this IFB at the prices indicated in the pricing schedule, and the undersigned firm hereby certifies that all information provided below and, in any schedule, attached hereto is true, correct, and complete.

* Virginia Contractor License No. __________________ DSBSD-certified Small Business No. __________

Class: __________ Specialty Codes: _______________

Name And Address of Firm:

_____________________________________________ Date: __________________________

_____________________________________________ By: __________________________

_____________________________________________ (Signature In Ink)

__________________________Zip Code: ___________ Name: _________________________

Federal ID #: __________________________________ (Please Print)

Fax Number: (___) _____________________________ Title: ___________________________

E-mail Address: _______________________________ Telephone Number: _______________

Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment. Faith-based organization may request that the issuing agency not include subparagraph

1.c in General Terms and Condition C. Such a request shall be in writing and explain why an exception should be made in that invitation to bid or request for proposal.

https://eva.virginia.gov/ eva.virginia.gov https://teams.microsoft.com/meet/254836142337599?p=w2YfE5xs8HBEZHiDh5 tel:+18042941932,,576544440 https://dialin.teams.cloud.microsoft/d20b581e-429a-49ff-a14e-7cc17a42d66a?id=576544440 mailto:bowenl@portsmouthva.gov mailto:bowenl@portsmouthva.gov city_purchasing@portsmouthva.gov%20

PURPOSE

The City of Portsmouth, on behalf of Portsmouth United, seeks multiple qualified mobile food vendors to provide cold treats for community events, community response events, youth and family activities, and other approved initiatives. Services may include ice cream, snow cones, frozen treats, and similar items.

I. LOCATION

Portsmouth Police Department

Portsmouth United

206 High Street

Portsmouth, VA 23704 puinvoices@portsmouthva.gov

II. SCOPE OF WORK

The contractor shall provide the products and services as described below:

• Prepare and/or serve cold treats directly from a licensed and properly equipped mobile food unit.

• Provide all products, equipment, power, personnel, cups, cones, spoons, napkins, toppings, syrups, and other supplies required for service.

• Offer a reasonable variety of flavors or product choices.

• Serve participants efficiently during the designated event service period.

• Maintain the mobile unit and immediate service area in a clean and professional condition.

• Remove vendor-generated waste and materials following service.

Vendor Resource Requirement: Vendors must be self-sufficient and shall not rely on City or event-site kitchens, freezers, refrigeration, power, water, equipment, or food-preparation resources unless specifically authorized by the City.

III. TREAT CATEGORIES

• Standard Cold Treat: One individual serving of a cold treat, such as an ice cream cone/cup, snow cone, frozen novelty, or comparable item, including standard toppings or syrups when applicable.\\

• Enhanced Cold Treat: One premium or larger individual serving that includes additional toppings, specialty flavors, premium products, or a comparable enhanced offering.

Vendors shall provide representative menu options for each category. Proposed items may vary but must meet or exceed the minimum offering for the applicable category.

IV. SERVICE AVAILABILITY

Services may be requested throughout the City of Portsmouth on weekdays, evenings, and weekends.

Vendors should identify their ability to accommodate same-day, next-day, evening, and weekend requests, particularly for time-sensitive community response events.

mailto:puinvoices@portsmouthva.gov

V. PRICING SCHEDULE

Bids shall be based on all-inclusive per-person pricing. Rates should include the cold treat, travel within

Portsmouth, staffing, serving supplies, equipment, labor, and administrative costs.

Line Service Unit of Measure Bid Unit Unit Price

1 Standard Cold

Treat

1 standard individual serving

Per Person

2 Enhanced Cold

Treat

1 premium/enhanced individual serving

Per Person

Total Bid Price

Volume Discount Schedule

Attendance Discount % Comments

25–49

50–99

100–199

200–499

500+

VI. MULTIPLE AWARDS AND VENDOR REQUIREMENTS

The City intends to award contracts to multiple responsive and responsible bidders. Award does not guarantee a minimum amount of work or equal distribution of orders.

• Maintain all required licenses, permits, insurance, mobile food service approvals, and food-safety certifications.

• Comply with applicable food-safety and mobile food vending requirements.

• Provide a designated point of contact and promptly confirm availability.

• Arrive in sufficient time to be ready for service at the requested start time.

• Invoice according to awarded per-person pricing.

VII. SERVICE STANDARD

Selected vendors must independently provide and serve cold treats from their mobile units and supply all resources necessary for safe, timely, and professional service without relying on City resources.

VIII. BID AND SUBMISSION INSTRUCTIONS:

General Instructions:

Bid Response:

To be considered for selection, Bidders must submit a complete response to this solicitation electronically online on eva.virginia.gov (eVA). Bid should be of all appendices and acknowledged addenda. Include all information requested and any other information thought to be relevant to completely address the Invitation to

Bid. Should the Bidder fail to respond to all requirements of the Bid, or fail to provide adequate or complete documentation, as required, bid may be eliminated from further consideration.

All prices submitted under this Bid shall become the property of the City of Portsmouth and will be subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets of propriety information submitted by a Bidder shall not be subject to public disclosure under the Virginia Freedom of https://eva.virginia.gov/index.html

Information Act; however, the Bidder must invoke the protections of Section § 2.2-4342F of the Code of

Virginia, in writing, either before or at the time the data or other material is submitted. The written notice must specifically identify the data or materials to be protected and state the reasons why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method, such as highlighting or underlining, and must indicate only the specific words, figures or paragraphs that constitute trade secret or proprietary information. The classification of an entire proposal document, line-item prices and/or total proposal prices as proprietary or trade secrets is not acceptable.

Specific Bid Instructions:

1. Bidders must submit a complete response to this bid to be considered for selection.

2. The deadline for questions concerning this Bid shall be made in writing via email by Tuesday, September 8, 2026, 2:00 PM EDT at bowenl@portsmouthva.gov. also cc city_purchasing@portsmouthva.gov Please add the solicitation name and number to the subject field of your email.

3. All bids must be submitted electronically online via eVA using the bidder’s established eVA Supplier

Account. The entire bid response including any/all attachments and any/all addenda must be submitted electronically in eVA no later than the closing date and time stated on the electronic solicitation posting.

Faxed, emailed, mailed, or hand-delivered bids WILL NOT be accepted.

4. To learn how to submit an online bid in eVA please refer to the online supplier training page at:

https://eva.virginia.gov/supplier-training-materials.html

5. The link to the video “Viewing and Responding to Solicitations” can be found on the Supplier Training

Materials page at: https://www.youtube.com/watch?v=KSxcAkOekW0

6. It is the responsibility of the Bidder to ensure the bid, and all required attachments are properly completed, readable and uploaded to eVA by the date and time deadline stated on the electronic solicitation posting.

Bidders should allow sufficient time to account for any technical difficulties they may encounter during online submission or uploading of documents. In the event of technical difficulties, suppliers should contact eVA Customer Care at 1-866-289-7367.

PUBLIC BID OPENING: Bids will be opened at the time stated on the electronic posting of this solicitation, and their contents, per the Virginia Public Procurement Act and the City of Portsmouth Vendor’s Manual, will be made public for the information of bidders and others interested.

A virtual public bid opening will be hosted by a City of Portsmouth representative on Wednesday, September

16, 2026, 2:00 PM EDT

It is the Bidders’ responsibility to ensure a bid submitted on the final active round of the solicitation posted on eVA, as the city of Portsmouth shall only evaluate and accept submissions corresponding to the final creation round of the posting.

Electronic Bids will only be accepted via eVa.virginia.gov city_purchasing@portsmouthva.gov%20 https://eva.virginia.gov/ https://eva.virginia.gov/supplier-training-materials.html https://www.youtube.com/watch?v=KSxcAkOekW0

All inquiries and questions for information should be directed to Loren Bowen via email bowenl@portsmouthva.gov by

Monday, June 29, 2026, at 3:00 PM EST also cc city_purchasing@portsmouthva.gov in the subject field of your email please QQ #62-27-LB 2 Wheeled Towable Surveillance Trailers.

A virtual public bid opening will be hosted by a City of Portsmouth representative on Thursday, September 17, 2026, at 2:00 PM EDT.

Microsoft Teams Meeting

Join the meeting now Meeting ID: 254 836 142 337 599

Passcode: Fd3MY7Rg Dial in by phone

+1 804-294-1932,,576544440# United States, All locations

Find a local number Phone conference ID: 576 544 440#

1. The bid opening will begin promptly at the time indicated by a City of Portsmouth Representative.

2. If you are unable to access the teleconference at the scheduled time, please contact the Contract Specialist via email and a bid reading will be provided.

3. The provisions of § 2.2-4342 of the Code of Virginia, as amended, shall be applicable to the inspection of bids received.

mailto:city_purchasing@portsmouthva.gov https://teams.microsoft.com/meet/254836142337599?p=w2YfE5xs8HBEZHiDh5 tel:+18042941932,,576544440 https://dialin.teams.cloud.microsoft/d20b581e-429a-49ff-a14e-7cc17a42d66a?id=576544440

SPECIAL TERMS AND CONDITIONS

QQ #15-27-LB

Cold Treat Food Truck Services

1. ADDITIONAL INFORMATION: The City of Portsmouth reserves the right to ask any bidder to submit information missing from its bid, to clarify its bid, and to submit additional information which the City deems desirable.

2. ADVERTISING: No indication of such sales or services to the City of Portsmouth will not be used in product literature or advertising without the prior, written consent of The City of

Portsmouth. The Contractor shall not state in any of its advertising or product literature that the

City of Portsmouth has purchased or uses its products or services without the prior, written consent of the City.

AWARD: The City intends to award contracts to multiple responsive and responsible bidders. Award(s) does not guarantee a minimum amount of work or equal distribution of orders. Bid(s) will be awarded on a grand total basis to the lowest responsive and responsible bidder that is a DSBSD-certified micro business if such a bid is received, provided that the bid is up to and including $10,000 and the agency in its sole discretion determines that the bid price is fair and reasonable. Otherwise, award of the contract shall be made to the lowest responsive and responsible bidder, that is a DSBSD-certified small business if such a bid is received, provided that the bid is not more than $100,000 and the agency in its sole discretion determines that the bid price is fair and reasonable. If, in the agency’s opinion, the criteria in the previous two sentences are not present, then award shall be made to the lowest responsive and responsible bidder of any size, provided the agency in its sole discretion determines that the price is fair and reasonable. If applicable, unit prices, extensions and grand total must be shown. In case of arithmetic errors, the unit price will govern. If cash discount for prompt payment is offered, it must be clearly shown in the space provided. Discounts for early prompt payment will not be considered in making awards. The City reserves the right to reject any and all bids in whole or in part, to waive any informality, and to delete items prior to making an award.

3. AUDIT: The contractor shall retain all books, records, and other documents relative to this contract for five (5) years after final payment, or until audited by the City of Portsmouth, whichever is sooner. The agency, its authorized agents, and/or state auditors shall have full access to and the right to examine any of said materials during said period.

4. BID ACCEPTANCE PERIOD: Any bid in response to this solicitation shall be valid for (60) days. At the end of the days the bid may be withdrawn at the written request of the bidder. If the bid is not withdrawn at that time it remains in effect until an award is made or the solicitation is canceled.

5. BID PRICES: Bid shall be in the form of a firm unit price for each item during the contract period.

6. ORDERS AND CONTRACTS: The solicitation/contract will result in one purchase order covering the cost of this Quick Quote purchase.

7. CANCELLATION OF CONTRACT: The City of Portsmouth reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon 15 days’ written notice to the contractor.

8. QUANTITIES: Quantities set forth in this solicitation are estimates only, and the contractor shall supply at bid prices actual quantities as ordered or modified, regardless of whether such total quantities are more or less than those shown.

9. INSPECTION OF JOB SITE: My signature on this solicitation constitutes certification that I have inspected the job site and am aware of the conditions under which the work must be accomplished. Claims, as a result of failure to inspect the job site, will not be considered by the

Commonwealth.

10. WORK SITE DAMAGES: Any damage to existing utilities, equipment or finished surfaces resulting from the performance of this contract shall be repaired to the City of Portsmouth’s satisfaction at the contractor’s expense.

11. SUBCONTRACTS: No portion of the work shall be subcontracted without prior written consent of the City. In the event that the contractor desires to subcontract some part of the work specified herein, the contractor shall furnish the City the names, qualifications and experience of their proposed subcontractors. The contractor shall, however, remain fully liable and responsible for the work to be done by its subcontractor(s) and shall assure compliance with all requirements of the contract.

12. PRIME CONTRACTOR RESPONSIBILITIES: The contractor shall be responsible for completely supervising and directing the work under this contract and all subcontractors that he may utilize, using his best skill and attention. Subcontractors who perform work under this contract shall be responsible to the prime contractor. The contractor agrees that he is as fully responsible for the acts and omissions of his subcontractors and of persons employed by them as he is for the acts and omissions of his own employees.

Business Identification

BUSINESS NAME:

ADDRESS:

CONTACT PERSON:

TITLE:

TELEPHONE NO.:

EMAIL ADDRESS:

REMITTANCE ADDRESS:

PROMPT PAYMENT DISCOUNT: % FOR PAYMENT WITHIN DAYS; NET DAYS

BUSINESS ORGANIZED UNDER THE STATE LAWS

OF:

STATE CORPORATION COMMISSION

IDENTIFICATION NO.:

DELIVERY (DAYS AFTER RECEIPT OF ORDER):

TYPE OF WORK PERFORMED BY BUSINESS:

MINORITY / WOMEN OWNED/SWAM CERTIFIED: YES / NO CERTIFICATION #:

BUSINESS LICENSE: TYPE:

Qualifications and References

Reference Businesses name and date of service, contact person, phone number and email address:

The City may or may not check the references provided

List at least three state, county, or federal agencies or commercial references that the business contracted with in the past three years for a comparable procurement (include contacts and telephone numbers):

1.

2.

3.

Authorized Signature

By signing this quote bidder certifies, acknowledges, understands, and agrees to be bound by the conditions set forth in this Solicitation.

Authorized Signature: Date:

Name (Printed): Title:

Email Address: Telephone Number: