Food Catering Services
Awarded State & local contract opportunity
- Solicitation number
- IRFQ 24/25-306
- State
- Florida
- Responses due
Opportunity facts
- Jurisdiction
- NIGP codes
- UNSPSC codes
- Point of contact
-
- Maria A. Green purchasing@sanfordfl.gov (407) 688-5028
Updated .
About this opportunity
The City of Sanford in Seminole County, Florida, is seeking food catering services through an Informal Request for Quote (IRFQ 24/25-306) for various city departments, including City Clerk Commission meetings, Citizen Academy classes, and departments such as Fire, Parks, HR, and Leisure Services. The procurement requires a comprehensive catering solution involving meal preparation, delivery, setup, and breakdown for approximately 35-50 people per event. Vendors must provide two-meat plate options with vegetable sides, salad, dessert, disposal cutlery, condiments, and serving equipment, while ensuring food remains warm during service. A mandatory food sample tasting is scheduled for March 13, 2025, at Sanford City Hall, with vendors required to RSVP by March 6, 2025, and submit their proposal by March 20, 2025, at 2:00 P.M. Local Time. Evaluation criteria include food quality, adherence to the city's food policy, ability to accommodate dietary restrictions, and compliance with specified service requirements. The initial contract term is one year with potential one-year renewals, not to exceed five total years.
The solicitation does not specify explicit set-aside designations for disadvantaged businesses, though vendors must meet standard qualification requirements, including providing proof of insurance, completed vendor forms, state licenses, W9, and business tax receipt licenses. Five vendors have been identified in the bid tabulation: Big Mike's Catering, Ian Scott Foods (Chiantis), Mission BBQ, Monica's Comfort Foods, and Too Jay's Deli. Per-plate pricing varies significantly, ranging from $12.00 to $84.43, with total event costs between $600.00 and $1,825.00 for a 50-person event. The city will implement a quarterly rotation system among selected vendors, ensuring multiple contractors can provide catering services. Insurance requirements are comprehensive, mandating coverage for workers' compensation, general liability, automobile liability, professional liability, and sex abuse liability, with the City of Sanford to be named as an additional insured on most policies. The lowest bidder, Ian Scott Foods, submitted a proposal at $12.00 per plate, though the city reserves the right to evaluate and review bids before making a final award determination.
Opportunity text
The successful Bidder shall provide all necessary material, goods, labor, etcetera for food catering services to the various departments subsequent quote will provide predetermined menus and quality of food at specific site, which is generally different for each event. The following must be included with the quote. a. A one-time food tasting to the commissioners, city manager, and mayor. b. Per person plate- 2 meats such as chicken and beef certain staff members do not eat pork, if pork is provided an additional side must be available for those who do not eat pork. c. Cutlery - disposal knife, fork, spoon, and paper plates for the food must be provided for each event. d. Condiments such as ketchup, mustard, mayonnaise, salt and pepper etc., e. Vendors must have their own supplies to service a large party. a. The caterer must supply serving utensils. f. Food must stay warm while serving the food. g. Catering company must deliver the food, set up, and break down. h. A rotation system will be established with a variety of vendors on a quarterly basis. i. City Clerk Commission meetings 1st and 2nd Monday of each month from 4:00 PM to 7:30 PM Local Time. j. Citizen Academy Class 13 weeks twice a year, one day a week (Wednesday Night) 5:30 PM 6:30 PM Local Time. k. Various other departments such as Fire, Parks, HR, and Leisure Services will require the services. l. Vendor must follow the city's food policy. m. A standard food items must be approved by the City representative before placing an order. Vendor Responsibility Mandatory Food Sample Tasting All interested vendors submitting a bid must attend a mandatory food sampling on Thursday, March 13, 2025, at Sanford City Hall in the Utilities Training Room. Set up to begin at 11:00 A.M. Local Time. The City of Sanford will provide long tables for the vendors to set up. The food tasting will be at 12:00 PM Local Time. All tasting and cleaning must be completed by 2:00 P.M. Local Time. Food must be hot when serving. Appropriately 10 City staff. Please note a committee will be in place for food tasting. Any interested vendors must RSVP by Thursday, March 6, 2025, to purchasing@sanfordfl.gov. Please note the solicitation number is IRFQ 24/25-306 Informal Request for Quote Solicitation (documents were saved with the wrong initials) it can be faxed, email or scanned to purchasing@sanfordfl.gov
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