QQ # 15-27-LB - Cold Treat Food Truck Services

The City of Portsmouth Purchasing Office is seeking bids for cold treat food truck services on behalf of Portsmouth United under Quick Quote #15-27-LB, with proposals due September 16, 2026 at 2:00 PM EDT. Award preference is given to DSBSD-certified micro businesses (for bids up to $10,000) and DSBSD-certified small businesses (for bids not exceeding $100,000), provided bids are fair and reasonable; otherwise, contracts will be awarded to the lowest responsive and responsible bidder.

Vendors must provide mobile food service with all products, equipment, power, personnel, cups, cones, spoons, napkins, toppings, syrups, and supplies from a licensed and properly equipped mobile food unit. Pricing is requested for two service categories: Standard Cold Treat (individual serving with standard toppings or syrups) and Enhanced Cold Treat (premium or larger serving with additional toppings or specialty flavors). All-inclusive per-person pricing must include the cold treat, travel within Portsmouth, staffing, serving supplies, equipment, labor, and administrative costs. Vendors may propose volume discount schedules for attendance levels of 25–49, 50–99, 100–199, 200–499, and 500+ persons. Service will support community events, community response events, youth and family activities, and other approved initiatives throughout Portsmouth, Virginia.

The initial contract period runs from award through two years with three one-year renewal options. The City reserves the right to award contracts to multiple vendors without guaranteeing minimum work or equal distribution of orders, and to cancel any contract without penalty upon 15 days' written notice.

Vendors must maintain all required licenses, permits, insurance, mobile food service approvals, and food-safety certifications. Written questions are due September 8, 2026 at 2:00 PM EDT. No pre-bid conference will be held. Bid opening and public reading are scheduled for September 17, 2026 at 2:00 PM EDT via Microsoft Teams. All bids must include a completed W-9 form and remain valid for 60 days following submission.