Executive_Services_SOW_20190212.pdf

Event Name

Event Host Organization CAC Contact Information Shonda Hastings Job Title Protocol Officer Mailing Address Line One 415 Sherman Avenue City Fort Leavenworth State, Zip KS, 66027 Telephone Number 913-684-5048 E-Mail Address lashonda.n.hastings.civ@mail.mil Method of Communication Email

Event Date Address of Service varies Blocks of Time (T) Number of guests up to 500

Vendor Official Department Letter Head Name of Event Quantity Unit Price Per Item Amount of each item Invoice Date Event Date Food Subtotal Service Charge Total Amount Due Point of contact

Request for Proposal- Catering Services

GENERAL INFORMATION

INVOICE REQUIREMENTS

(Department of the Army tax exempt) varies

Combined Arms Center (CAC) varies

A

B

C Prep Time: Setup shall be completed at least 30 minutes before the scheduled start time.

Special Service Time (1800-1830): For staff and special needs attendees

Services are required to restock after each session (30 Minute Break between sessions to restock)

General Serving Time (1300-1400, 1430-1530, 1600-1700, 1730-1830)

Set-up is in a non-industrial prep-kitchen, complete with a refrigerator, oven, stove and sink for vendors' use.

D Removal of Trash: Left over food will be disposed of as directed by the ES POC.

Vendor may use large dumpsters located outside of the event space for excess trash and left-over food.

Vendor will provide adequate to-go containers for left over food for designated guests.

Include Setup and take down of all supplies utilized during the reception.

E F

G

H Catering vendor must provide all linens for (4) 10-foot food stations and six to seven high-top bistro or pub-style tables.

I

J Provide place cards for each food item (unless directed otherwise); identify possible food allergens.

K

L Provide adequate amount of food for the duration of the reception, at least two-three servings of each item per guest.

M 1 Uniforms should not be wrinkled nor visibly soiled.

2 Wait staff required to wear black closed toe-shoes; polished and free of scuffs.

3 Nails should be free of visible dirt.

7 Tattoos must not be visible 8 Facial hair must be neat and trimmed 9 Hair must be presented in accordance with food servicing guidelines

N All staff abide by the following policies:

1 Staff breaks which include eating or drinking must be out of guest's sight.

All staff must present themselves in a polished and professional manner.

The Vendor shall posses a valid business license and health permit at their place of business. The Vendor must coordinate in detail with Executive Services (ES) POC for successful execution. Vendor must possess a friendly demeanor and smile while serving customers using appropriate phrases such as "please", "thank you" and "you are welcome" when interacting with customers. Vendor should be detail oriented.

Provide at least one menu option for consideration and approval before catering event

All service ware must be of the highest quality available; to include faux silver finish premium plastic cutlery, namely, forks, spoons and knives (if applicable according to menu), premium plastic appetizer plates in black, silver or clear, and 20 triple-ply bar napkins measuring 5x5, for each guest.

Vendor must ensure adequate food is available at all times. Final guest count will be provided 72 hours prior to the planned event. Vendor will be responsible for cleaning both the serving and cooking/prep areas. All service ware must be of the highest quality available; premium cutlery, namely, forks, spoons, knives and linen as appropriate for service for each guest.

Vendor will provide silver-like polished chafing dishes, arranged at staggered heights to add interest and depth to the food presentation. The Vendor shall be familiar with current catering presentation styles in order to display food in a creative and aesthetically pleasing manner.

The Vendor shall incorporate centerpieces and/or other decorative elements for presentation.

Examples of acceptable centerpieces are: Floral Arrangements (both real and articificial), Vases in varying heights and materials, Candles, Floating Candles, LED Light Bases for Vases, Baskets, Antique Accents and Vases filled with decorative elements like Sea Shells, River Rocks and Pebbles. The final centerpiece choice is subject to approval by the event POC. Please note: A centerpiece is welcomed but not required.

Vendor must provide private area to accommodate at least 100-200 guests comfortably and provide adequate wait staff to support the dinner. (One Staff Member to every 10-20 guests)

The vendor shall be familiar with current trends in food in order to display plated food in a creative and aesthetically pleasing manner.

SERVICE REQUIREMENTS

2 Smoking is only allowed in designated areas 3 Cell phones must be on silent mode and no pictures of guests are allowed.

O The following guidelines should help steer the vendors' menu proposal.

Vendors' bid should demonstrate a high level of innovation, skill and originality. For example, instead of generic "vegetable crudités" the vendor may offer "Fire-Roasted Mediterranean vegetables".

Each menu proposal should include hor'doevers in some or all of the following categories:

Vendor should be knowledgeable with new and emerging trends in catering and event design.

Vendor should propose a menu which demonstrates their catering trend knowledge.

Innovation, creativity and quality are of upmost importance in how the bids should be presented

* (At least 1 Station) Vegetables (cooked or raw)

* (At least 1 station)Fruit (in various presentation styles)

* (1) Artisanal Cheese with appropriate accoutrements (like assorted crackers, nuts, chutneys, etc)

(Brie Station may suffice for this option)

* (2-3) Appetizers which feature meats (beef, chicken, shell fish, pork, fish)

* (2) Mini/Individual Desserts (must incorporate chocolate in at least one of the options)

* Meat Carving Stations with assorted sauces

* (1) Creative/Interactive Food Stations (e.g., S 'mores Station, Pasta Station, Candy Station,)

* (At least 1) Brie en Croute Station with Candied Nuts

* (1) Seasonal Drink Station

Required Beverages (Served in Upright Beverage Containers and/or Coffee Carafes) 1 Iced Tea (with sugar, Splenda and Equal on the side) 2 Coffee (with half and half, sugar, Splenda and Equal on the side) 3 Holiday Specialty Beverage (Hot/Cold) when applicable 4 Hot Tea available upon request 5 Full bar service and wine served at dinner