Preferred Caterers for the Winter Park Events Center

The City of Winter Park, Florida is seeking preferred caterers for the Winter Park Events Center through a Request for Proposal (RFP15-25) to select up to six full-line catering companies for exclusive food, beverage, and alcohol service. The procurement targets vendors capable of providing high-quality catering services for a newly opened two-story events venue that includes a Grand Ballroom, Rooftop Terrace, Meeting Room, Dressing Rooms, and full Kitchen. Qualified caterers must demonstrate experience with diverse ethnic and dietary cuisines, ability to handle events up to 200 guests, and capability to provide multiple meal formats. Evaluation criteria will comprehensively assess vendors' experience, marketing plans, operational approaches, menu variety, pricing, and cultural accommodation capabilities. The proposal submission deadline is September 18, 2025, at 2:00 pm, with electronic submissions required through the city's e-procurement portal. Selected caterers will be responsible for paying a user fee of at least 12% of gross food and beverage sales and providing a $2,000 deposit upon contract award. The initial contract term will be 12 consecutive months, with potential renewals up to a total of 60 months, subject to City Commission approval.

There are no specific set-aside designations or restrictions on responding organizations mentioned in the documentation. The RFP appears open to any catering company that can meet the comprehensive service requirements. Vendors must complete a detailed Catering Kitchen Equipment List demonstrating their ability to provide supplemental tables, chairs, and other event equipment beyond the venue's existing inventory. While no specific budget range is explicitly stated, the requirement for vendors to pay a 12% user fee suggests potential revenue generation opportunities. The contract does not indicate any incumbent vendors or mandate specific technology integrations. Interested caterers will need to submit sample menus, demonstrate substantial event catering experience, and show flexibility in accommodating various event types and dietary needs. The city's evaluation process will thoroughly assess each proposal's merit, focusing on the vendor's overall capability to enhance event experiences at the Winter Park Events Center.