KYPCIS Bowling Green Seminar Catering/FY26

The Commonwealth of Kentucky's Department of Criminal Justice Training is seeking a catering vendor for the Kentucky Post Critical Incident Seminar (KYPCIS) in Bowling Green. The procurement is a Request for Quotation (RFQ 525 2500000045) for catering services covering two seminars in September 2025 and April 2026, to be held at Hillvue Heights Church. The catering services require providing lunches, dinners, snacks, drinks, and paper supplies for up to 85 participants across a 4-day event, with meals including varied options like chicken and pork entrees, Mexican fiesta, BBQ, sandwich platters, salad bars, and potato bars. Vendor qualifications include being located within 45 miles of the venue, possessing proper catering/food service licenses, and ability to accommodate last-minute requests and food allergies. The proposal response is due by February 28, 2025, at 3:00 PM EST, with the contract period running from July 1, 2025, through June 30, 2026. The sole evaluation criterion is price, which will be scored on a 1000-point scale, with the procurement subject to Kentucky's reciprocal preference for resident bidders.

The contract contains no specific set-aside designations for disadvantaged enterprises, though it is subject to Kentucky's preferences for qualified bidders. Vendors must complete the Annual Required Affidavit for Bidders, Offerors, and Contractors, which requires attestation of compliance with campaign finance laws. The total contract value is not to exceed $12,500 per seminar, with a fiscal year maximum of $20,000. Payment terms are net 30 working days after receipt of an accurate invoice, and the venue will provide tables and chairs but no kitchen access. The procurement falls under the Kentucky Model Procurement Code and will be executed through the Commonwealth of Kentucky. Notably, the catering vendor must provide disposable serving items, accommodate food substitutions for allergies with advance notice, and offer both hot and cold beverage services throughout the event.