Catering for Training & Development

The City of Philadelphia Free Library is soliciting bids for catering services supporting training and development activities under small order purchase B2727407, with bids due July 13, 2026. The award will be made as a whole to the lowest responsive and responsible bidder; sellers must quote all items to be eligible for award.

A Local Business Enterprise (LBE) bid preference applies under Philadelphia Code Chapter 17-109 for certified LBEs. Submission of an optional LGBTQ Applicant Data Form (NGLCC or IBA certification) is voluntary and used for vendor-database building.

The scope covers continental breakfast catering with an estimated usage of one to two two-day sessions per month (two to four service days monthly), scheduled Monday through Friday between 7:00 a.m. and 7:00 p.m., with a minimum attendance of 15 people per service date. The base package includes coffee and tea service in urns (72-hour pickup), bagels with cream cheese, jelly and butter, assorted muffins and Danishes, and whole fruit (apples and oranges only). Separate line items are quoted for optional add-ons: assorted juices, individual chips, cookie trays (minimum 30 assorted), and bottled water by case. Base quantities are 1.5 servings per person. The vendor must operate from licensed commercial facilities only; all paper, plastic, and disposable items (tablecloths, utensils, napkins, cups, plates, stirrers) and delivery and setup are included in pricing. Orders require minimum 24-hour email notice specifying date, time, location, and attendee count. Performance is at Parkway Central, 1901 Vine Street, Philadelphia, PA 19103.

The contract term runs from July 2026 through June 30, 2027, with renewal options for up to three additional one-year periods at the City's sole discretion. The maximum contract value is $99,000 per year, adjusted annually by CPI-U change (January 1, 2020 baseline), rounded to the nearest $1,000, with price increases capped at 4 percent annually. Sellers requesting increases must submit written notice at least 30 days before contract expiration; price decreases may be submitted at any time.

Sellers must maintain Workers' Compensation at statutory limits, General Liability of $500,000 per occurrence, and Automobile Liability of $300,000 per occurrence, naming the City as additional insured. An executed Consent and Authorization form on file is mandatory. Contact Angie Rohacek (RohacekA@freelibrary.org or 267-225-4851) or Shahadah Abdul-Rashid (Abdul-RashidS@freelibrary.org or 215-326-9547).