KYPCIS Bowling Green Seminar Catering/FY25

The Commonwealth of Kentucky Department of Criminal Justice Training is soliciting catering services through Request for Quotation (RFQ 525 2500000003) to service the Kentucky Post Critical Incident Seminar (KYPCIS) in Bowling Green, Kentucky. The procurement seeks an all-inclusive catering contractor to provide meals, snacks, beverages, and paper products for two four-day seminars scheduled for October 27-30, 2024, and April 27-30, 2025, at Hillvue Heights Church (3219 Nashville Road, Bowling Green, Kentucky 42101). Services must include a dinner buffet and snacks on Day 1 for 45 participants, followed by lunch and dinner buffets with snacks on Days 2-3 for 85 participants, and a Mexican-themed lunch buffet on Day 4, with all meals presented in self-serve buffet style and accompanied by specific protein, vegetable, side, and dessert selections. The contractor must accommodate food substitutions and dietary restrictions for participants with food allergies, provide setup services at specified times (5:00 PM for dinners and 11:30 AM for lunches), and deliver all items with disposable service materials included. Required qualifications include a valid catering or food service license, location within 45 miles of the venue, ability to accommodate last-minute requests, and compliance with all applicable Kentucky statutes regarding corporate taxes, sales taxes, income taxes, wages and hours, occupational safety, unemployment compensation, and workers' compensation. Award will be made on a "best value" basis with pricing weighted at 1,000 points, and proposals are due by 3:00 PM EST on August 21, 2024, with the contract period extending from October 1, 2024, through June 30, 2025.

Kentucky resident bidders receive reciprocal preference consideration, and qualified bidders including Kentucky Correctional Industries receive additional preference points in the evaluation process. All bidders must submit a notarized annual affidavit confirming compliance with Kentucky campaign finance laws (KRS 45A.110 and 45A.115) as part of their proposal submission. No incumbent vendors or current contractors are identified in the solicitation documents, and no existing infrastructure or technology integration requirements are specified. The total cost of services shall not exceed $20,000 per fiscal year, with the food matrix indicating a not-to-exceed amount of $12,000.00 for individual line items pending vendor pricing submissions. Payment will be made within 30 working days of invoice approval, with invoices due by the 10th of the month following service delivery, providing vendors with predictable cash flow management for this procurement opportunity.