RFP_7-25_SCOPE_OF_WORK.pdf

City of Cheyenne / Request for Proposal #7-25 / One (1) Time - Special Event Catering Services

REQUEST FOR PROPOSAL

(RFP #7-25)

FOR

ONE (1) TIME - SPECIAL EVENT CATERING SERVICES

Issued by:

City of Cheyenne, Purchasing

City of Cheyenne, Wyoming

NOTICE TO RESPONDENTS

The City of Cheyenne (City) is requesting proposals for a One (1) Time - Special Event Catering

Services.

PROPOSAL SUBMISSION

Proposers shall submit their Proposals, via the eProcurement Portal:

https://procurement.opengov.com/portal/cheyennecity

Proposals should be short and concise.

BACKGROUND

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.

EVENT DETAILS

The event will be hosted on August 27, 2025, from 10:30 a.m. to 1:30 p.m.

The event will be located in Lions Park, at the Lions Park North Picnic Shelter near the Swimming

Pool (Trucks will park within the red box shown below) Event Setup will begin at 9:00 a.m., with tear down to happen upon completion of the event.

https://procurement.opengov.com/portal/cheyennecity

CATERING DETAILS

The City intends to select multiple food trucks. The City will select the appropriate number of food trucks providing entrees, and food trucks providing desserts to ensure the required number of meals and desserts are provided.

Depending on funding availability, the City may elect to not provide a dessert catering option.

The City estimates that 750 total people will be fed at this event.

The City desires that a food truck providing entrée catering, NOT simultaneously provide dessert catering. It must be one or the other.

ENTRÉE CATERING:

As a part of this Proposal, the City is requesting all interested firms submit two (2) separate meal options. Each meal option shall be inclusive of all associated costs.

1. Entrée Option One - $10 / Per Person

2. Entrée Option Two - $12.50 / Per Person

The City will have each food truck serve One (1) Menu Item only, from only One (1) price point.

DESSERT CATERING:

As a part of this Proposal, the City is requesting all interested firms submit two (2) separate dessert options. Each dessert option shall be inclusive of all associated costs.

The City will have the dessert truck(s) serve One (1) Menu Item only, from only One (1) price point.

CATERER RESPONSIBILITES

Caterer shall furnish at no additional expense all of the necessary supplies and kitchen equipment.

This includes serving dishes, plates, utensils, napkins, linens, and anything else that may be needed for service. The Caterer will be responsible for providing all Power & Water needed, as none is available on-site.

CITY FURNISHED ITEMS

The City will provide all beverages, so this does not need to be included in the scope of the caterer.

The City would also consider providing condiments and bagged chips depending on menu selection.

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.

CATERING PROPOSAL FORMAT

Interested caterers should submit via the City’s eProcurement Portal, a proposal containing all of the information listed in the section below. The City requests that each proposal be prepared with each of the following Sections (A-F) as a header / title / section within the proposal, for ease of review.

The proposal should be uploaded in PDF format.

CATERING PROPOSAL / MEAL MENU

The Caterer shall use the following format when preparing their written proposal:

A. Cover Letter (2-page, maximum)

A cover letter shall be provided which succinctly explains the Caterer’s interest in the project. The letter shall contain the name, address, email, and phone number of the person who will serve as the respondent’s primary contact with City staff. The cover letter shall bear the signature of the person(s) having proper authority to make formal, contractual commitments on behalf of the responding Caterer.

B. Minimum Qualifications

For Entrée Catering:

At a minimum, each Caterer shall confirm their ability to provide meals for 250 attendees.

If your firm is unable to meet this minimum requirement, please state the number of meals you ARE able to provide. The inability to provide 250 meals may be basis for your proposal not being considered by the City.

For Dessert Catering:

At a minimum, each Caterer shall confirm their ability to provide desserts for 750 attendees. If your firm is unable to meet this minimum requirement, please state the number of desserts you ARE able to provide. The inability to provide 750 desserts may be basis for your proposal not being considered by the City.

C. Qualifications and Experience

Provide examples of relevant catering experience, of a similar volume (250 meals/750 desserts). Include contact information for reference projects including names and phone numbers.

D. Menu

Provide the menu offerings the caterer wishes to submit, for consideration by the City. The

City requests that caterers submit at a minimum, One (1) Meal Option for each of the Two

(2) price points. Caterers are welcome to propose multiple menu items that fit the price point if desired, with the understanding that the City will have each food truck serve One

(1) Menu Item only, from only One (1) price point.

E. License

Please furnish a copy of your City issued ‘Food Wagon’ license as a part of your proposal.

Proposers failing to include a copy of their License will result in their proposal not being considered.

F. Additional Information

Provide any additional information that will aid in the evaluation of the Caterer’s qualification with respect to this project.

EVALUATION

The City will review all submitted proposals, and evaluate them against the following criteria:

1. Responsiveness to Catering Request & RFP Requirements 25 Points

2. Diverse / Innovative Menu Offerings 25 Points

3. Perceived Value of Menu Offerings 25 Points

4. Relevant Experience / Qualifications 25 Points

Grand Total 100 Points

SELECTION

The City intends to select multiple food trucks, that will provide a diverse menu for the event. The

City reserves the right to select additional food trucks/caterers to meet the specified meal count and/or funds are available.

PROVISIONS

The City reserves the right to reject any, and all, proposals and does not bind itself to accept any proposal for this work or any part thereof. The City may waive any technical or formal defect in any proposal and shall have the right to ask for new proposals for the whole or parts of this work should the City desire to do so or shall have the right to negotiate with any or other qualified

Caterer.

The City reserves the right to evaluate information from any other source that may provide information on the Caterer’s qualifications for the performance of the work. Upon submission of the proposal, the Caterer grants the City the express permission to use all, or portions of, the

Caterer’s proposal, as needed, by the City.

The City will not provide oral interpretations to any Caterer as to the meaning of this Request for

Proposal or any part thereof. If any person contemplating submitting a proposal requires interpretation or clarification regarding the meaning of any part of the documents, finds discrepancies or omissions, that person shall submit a written request for interpretation, clarification, or correction thereof to the City prior to the deadline for questions and per the format described.

The City will not provide technical or other assistance to any Caterer in the preparation of their technical proposal, price proposal, or other presentation material prepared for the evaluation of submissions.