One (1) Time - Special Event Catering Services

The City of Cheyenne is conducting a Request for Proposal (RFP #7-25) for one-time special event catering services for its annual employee picnic scheduled for August 27, 2025, from 10:30 a.m. to 1:30 p.m. at Lions Park. The procurement seeks multiple food truck-style catering companies capable of serving approximately 750 people, with specific requirements for menu offerings at two price points: entrees at $10 or $12.50 per person and desserts at $3 or $5 per person. Each food truck must provide a single menu item from one price point, and vendors are required to submit a comprehensive proposal including a cover letter, minimum qualifications, catering experience, proposed menu, and a valid City-issued 'Food Wagon' license. The evaluation criteria are equally weighted across four domains: responsiveness to RFP requirements, menu diversity and innovation, perceived value of menu offerings, and relevant experience and qualifications. Proposal submissions are due by July 15, 2025, at 3:00 p.m. through the city's eProcurement Portal, with vendor selection anticipated by July 21, 2025.

The RFP does not specify any specific set-aside designations or restrictions for disadvantaged enterprises. Vendors must be fully equipped to provide their own necessary catering equipment, power, and water, as no on-site utilities will be available at the event location. Payment will be processed via check on the day of the event, with the City emphasizing that no pre-payments or deposits will be made in advance. Vendors must submit a current IRS Form W-9 to receive payment and must demonstrate the capacity to serve the specified meal and dessert quantities. While a specific budget range is not explicitly stated, the per-person pricing suggests a potential total event catering budget between $7,500 and $9,375, depending on the number of food trucks selected and the pricing tier chosen. The City reserves the right to select multiple food trucks to ensure menu diversity and meet the event's catering requirements.