REQUEST FOR PROPOSAL CATERING SERVICES For PORT ISABEL EVENT & CULTURAL CENTER PORT ISABEL, TEXAS 1
The City of Port Isabel is proud to announce the upcoming opening of the new Port Isabel Event & Cultural Center. This facility is conducive for small to large meetings and events which will then lead to the opportunities for meal service and catering. In an effort to streamline the process and make the use of the event center more efficiently, we are seeking caterers with whom to work on a regular basis and to be promoted as our Preferred Caterers. We are looking for companies which will allow us to offer a variety of options and price ranges. Attached is the agreement which we would ask each company to adhere to and sign if selected as a Preferred Caterer Approved caterers are defined as those that meet the Port Isabel Event & Cultural Center s standards as it relates to food service, quality, reputation and financial strength. The City of Port Isabel is issuing a request for proposal ( RFP ) to companies in the Port Isabel and the Laguna Madre area that provide off-premise catering covering the following services at the Port Isabel Event & Cultural Center: Food catering only, or Food and alcoholic beverage catering The proposal must be signed, sealed and marked The Port Isabel Event & Cultural Center Catering Services Proposal and delivered to Port Isabel City Hall, Attention: Mari S. Galvan, Event Center Director: 305 E. Maxan St. in Port Isabel, TX 78578. Bids may be delivered in person, by carrier or by mail. The City of Port Isabel reserves the right to reject any and all bids and waive any informality. The City of Port Isabel reserves the right to award contracts to caterers that meet all of the requirements. The desire of the Port Isabel Event & Cultural Center is to have up to (10) ten caterers on the preferred caterer list. We will be accepting proposals on an ongoing basis. Qualified restaurant operators are invited to submit sealed proposals to provide catering services at the Port Isabel Event & Cultural Center in accordance with the specifications contained herein. The City of Port Isabel has established specific qualifications for the operators to assure quality of the catering service. This quality assurance is to protect public health, safety and welfare. The contractor who operates catering services shall possess skill and experience to perform quality work as solely determined by the City, which qualifies it to operate the catering services as detailed and specified. The Port Isabel Event & Cultural Center will evaluate all rental transactions and proceed with a new request for proposals. The Port Isabel Event & Cultural Center may also terminate this agreement for repeated non-compliance with the requirements as set forth in these specifications. Either party may terminate the contract for any reason with a 30 day written notice. Clients of the Port Isabel Event & Cultural Center will have the option to choose from the Preferred Caterer s List or use an outside caterer. If they chose a caterer NOT on the Port Isabel Event & Cultural Center Preferred Caterer s list, a fee of $350 and 15% of the total pre-tax gross of food and beverage sales will apply and must be paid by certified check no later than (14) five days prior to the event. Outside caterers are required to follow the same PIECC rules and policies as caterers on the Center s list. Clients will contract directly with the Preferred Caterer for food, beverages, linens, and/or décor. The 2
Port Isabel Event & Cultural Center and the City of Port Isabel will not be held liable for any perceived breach of contract between the caterer(s) and the clients. TIMELINE: RFP will be posted from Oct. 4, 2013 through Oct. 31, 2013 Sealed submissions must be in by 4:00pm on Thursday, Oct. 31, 2013. Deliver to the attention of Mari S. Galvan, Event Center Director, Port Isabel Event & Cultural Center, 305 E. Maxan Street, Port Isabel, TX 78578, or email to ecdirector@copitx.com By December 2, 2013, selected caterers will be notified and given information regarding the steps required to complete the Preferred Status Agreement. Annual contracts are set to begin on January 1, 2014 thru December 31, 2014 INFORMATION REGARDING CATERING OPERATIONS Final selection criteria will be based on: The specialized experience and qualifications of the proposing firm. Menu quality and variety in different price ranges. The firm s proposed cost of services. Customer satisfaction formalized methods of measuring customer satisfaction on a continuing basis. Quality of maintenance and service. The past performance record and evaluations by former clients. The depth of the organization and its ability to respond to all anticipated needs of the facility. SPECIAL EVENT SPACES Sq. Ft. Theater Classroom Reception Banquet QUEEN ISABELLA 8000 850 500 800 400 REYNA ISABELLA 3968 400 200 400 200 EL FRONTON 3968 400 200 400 200 BOARDROOM 1080 (Conference setup for 20ppl) CATERING KITCHEN EQUIPMENT - OWNER SUPPLIED The following is a list of equipment which is supplied by the Port Isabel Event & Cultural Center for the caterer s use on site. (1) Commercial Refrigerator Ice Maker (1) Garbage Disposal (8) S/Steel Prep Tables (1) 36 6 burner Gas Restaurant Range (1) Commercial Microwave (2) Proofer / Warming Holding Cabinets 3
(3) 100 cup Coffee Percolators (1) Convention Oven (1) Three Compartment Sink (2) Portable Bars (Addt l rental fees may apply) CATERING EQUIPMENT CONTRACTOR SUPPLIED All equipment necessary for catering services not listed above will be the responsibility of the contractor. This includes, but is not limited to, dishes, glasses, pots and pans, banquet holding cart, heated/refrigerated cabinet, service ware, linens and table decorations. Due to limited space available in the kitchen, no contractor-owned equipment can be stored. The prep kitchen must be thoroughly cleaned after each and every event. Caterers must complete the Caterer s Check List before departing an event. The check list will be used at the time of the event and will be signed off by client and/or caterer at the conclusion of the event as well as the PIECC staff. Any items of concern will be noted and may be charged to the security deposit 4
INSTRUCTIONS AND REQUIREMENTS FOR THE PROPOSAL COVER LETTER Include a cover letter addressed to Mari S. Galvan, Director of Port Isabel Event & Cultural Center, from the person representing the caterer for all contact during the review, evaluation and contract process. The cover letter should indicate that the caterer has read the request for proposal and is in agreement with all the terms and conditions outlined in the request for proposal document, except as may be noted by the caterer s proposal submission. PROPOSAL SECTIONS: Include a response to each section as follows. Be certain that you include a response for each section and subsection, even if the response is not applicable or does not apply to your proposal. YOUR COMPANY & SERVICES: Ownership Describe your ownership (i.e., corporation, general partnership, etc.), list names of officers, partners, stockholders etc., and tax status of your entity. Local Office Address, phone number, fax number and email address of local or regional office proposed to be responsible for the operations of the catering services at The Timbers. Time in Business How long in business. Corporate Contacts List the names of company representatives who will have the responsibility of the catering services for the Port Isabel Event & Cultural Center. Corporate Statistics Describe the size of the company, annual sales, catering contracts in hand, number of employees and geographic area in which the business operates. Catering Services - Description of the services your company provides (i.e., food and/or beverage catering, event planning, equipment rentals, etc.) and the types of venues to which you provide service. Similar Clients - List at least three (3) client operations most similar to the services you are proposing to the Port Isabel Event & Cultural Center. Include the following for each similar client listed: Description/narrative of overall services - Name, address, fax number and email address of client contact. Date you started services. Are you on an approved catering list or is the venue open to any caterers? Past Clients Lost - List any client locations where your company discontinued services, including the reason for such closure or loss and the name, address, fax number and email address of the client contact at each of these locations. Customer Satisfaction - All approved caterers will ensure that the Port Isabel Event & Cultural Center s goals for customer needs are met through periodic evaluation of customer satisfaction and through timely operational response to such evaluation. Describe any programs currently in use at your company and how you will be implementing such a program with the Port Isabel Event & Cultural Center s clients. 5
Menus & Pricing - Provide a variety of sample menus and pricing for catering in which your company is interested. APPENDIX ITEMS Include any standard or boilerplate material that directly relates your proposal. Examples would be licenses, sample forms, inspection reports, etc., which are generic in nature and not specifically designed for the Port Isabel Event & Cultural Center. Proof of Insurance - The contractor shall procure and maintain for the duration of the contract, insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of work hereunder by the contractor, his agents, representatives, employees or subcontractors. The cost of such insurance shall be included in the Caterer s bid. The caterer shall not commence work under the agreement until it has obtained the insurance required under this section, and such insurance has been approved by the City of Port Isabel. The caterer shall not permit any subcontractor or employee to commence work in relation to the agreement until insurance equivalent of that required of the caterer has been so obtained and approved by the City of Port Isabel. An original Certificate of Insurance from the company of record must be furnished to the City of Port Isabel and provide that the City of Port Isabel is an additionally insured party in the amount of $2 million during the term of the agreement. The caterer must obtain and maintain (at its sole expense) during the life of the agreement, insurance of the type. This requirement does not limit the contractor s liability under the agreement in any manner. Licenses & Permits Provide confirmation (e.g, copy of business license) that your company is fully licensed in compliance with all applicable City (Port Isabel), County (Cameron), State (Texas) and U.S. Government code requirements and regulations. Caterers serving alcohol must provide all necessary liquor licenses from the TABC. Finally, advise if your company has had any health or safety code violations in the last (5) five years that have resulted in a hearing and/or license suspension or revocation. ADDITIONAL TERMS AND CONDITIONS: Payment - Payments shall be in the form of a minimum of (10%) ten percent (the percentage ) of gross sales (gross sales is defined as all monies received by the caterer for food and beverage items sold. Payments shall be made to the Port Isabel Event & Cultural Center no later than the 10 days after the event in which the gross revenue was received. A copy of the gross receipts is due with the payment. Cleaning - The prep kitchen must be cleaned after each and every event at the Port Isabel Event & Cultural Center. The caterer will be responsible for bussing and removal of all rental equipment, decorations, food related equipment, complete cleaning of the kitchen, including mopping, and removal of all function related trash. Any items of concern will be noted and can be charged to the client s security deposit. 6
Records - The caterer shall keep and maintain proper and adequate books, records and accounts which accurately reflect daily usage, financial data, supply needs, injuries, and staff dialogue of daily occurrences, maintenance information and all necessary data to properly manage the operation. All daily information, as well as semi-annual reports are to be provided to the Port Isabel Event & Cultural Center. AGREEMENT: Upon submission of your proposal, you should indicate that you have read and agree to abide by the following programs, policies, terms and conditions, by signing the Catering Services Proposal Form on the next page. 7
PORT ISABEL EVENT & CULTURAL CENTER CATERING SERVICES PROPOSAL FORM The undersigned, having examined and being familiar with the conditions affecting the service desired to be performed as outlined in the requirements and other contract documents relating to the Port Isabel Event & Cultural Center catering service, hereby proposes and agrees to perform everything required; and to provide and furnish any and all labor, materials, tools and expendable equipment necessary to operate the area in a safe, healthy, sanitary and efficient manner, in strict accordance with the aforementioned contract documents for the sum hereinafter specified. The caterer agrees to provide all items as listed in the accompanying specifications as part of the base bid. Percent Split to PIECC Percent Split to CATERER 10% 90% TAXES The contract amount as stated above includes all sales taxes, excise taxes and other taxes, for all materials and appliances subject to and upon which taxes are levied. Dated this day of, 2013. Proposal of (Company Name) Bidder s Name (Printed) Bidder s Signature TO: Port Isabel Event & Cultural Center 305 E. Maxan St., Port Isabel, Texas 78578 Attn: Catering Services Proposal 8
Caterer s Clean-Up / Check List This form will be used at the time of the event and will be signed off by client and/or caterer at the conclusion of the event as well as the PIECC staff. Any items of concern will be noted and can be charged to the client s security deposit. Surfaces cleaned Floor cleaned Appliances cleaned and turned off Kitchen trash removed to outside dumpster All personal items removed from PIECC All PIECC items used (i.e.: water pitchers/place settings) washed and returned to proper location All vent fans / lights off PIECC Staff Notes: Responsible Party / Caterer Signature Date PIECC Representative Date 9
PORT ISABEL EVENT & CULTURAL CENTER Preferred Caterer Proposal Contact Information Sheet Company Name: Company Contact Name: Address: City / Zip: Phone: Fax #: Email: Point of Contact Information for this account (if different from Company Contact Information) Name: Address: City / Zip: Phone: Fax: Email: 10
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