2026-15 Emergency and Special Event Catering

RFP 2026-15 Emergency and Special Event Catering
REQUEST FOR PROPOSAL (RFP)
Subject: Emergency and Special Event
Catering
RFP #: 2026-15
Due Date / Time: November 4, 2026, 11:00 a.m., EST
Submit To: City Clerk
City of Wilton Manors
2020 Wilton Drive
Wilton Manors, FL 33305
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RFP 2026-15 Emergency and Special Event Catering
CITY OF WILTON MANORS
REQUEST FOR PROPOSAL FOR
EMERGENCY AND SPECIAL EVENT CATERING
CALENDAR OF EVENTS
Listed below are important dates and times by which the actions noted must be completed. If the City
finds it necessary to change any of these dates or times, the change may be accomplished by addendum.
All dates are subject to change.
ACTION COMPLETION DATE
Issue RFP September 23, 2026
Deadline for Questions October 13, 2026, 7:00 a.m., EST
Response to Questions October 20, 2026
Deadline for Submitting Proposals and Bid Opening November 4, 2026, 11:00 a.m., EST.
Evaluation Committee Training November 4, 2026
Evaluation Committee Review November 10, 2026
Presentation TBD
Reference Checks November 10, 2026
Final Ranking and Selection TBD
Contract Negotiation TBD
City Commission Approval of Contract December 8, 2026
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RFP 2026-15 Emergency and Special Event Catering
TABLE OF CONTENTS
Section 1 - Introductory Material p.4
Section 2 - Scope of Services p.7
Section 3 - Procurement Instructions p.16
Section 4 - Price Proposal/Bid Table p.23
Section 5 - Review and Evaluation Process p.24
Section 6 - General Terms and Conditions p.26
Exhibit A - Federal Regulations p.49
Exhibit B - Federal Required Contract Provisions p.55
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Section 1 - Introductory Material
1.1 STATEMENT OF PURPOSE
The City of Wilton Manors, Florida (City) is seeking proposals from qualified licensed
Contractors (CONTRACTOR), to provide Emergency and Special Event Catering Services
during emergency events such as natural disasters or other related crises, as well as for
special event needs of the City, which services shall be in full accordance with the
specifications, terms and conditions contained in this Request for Proposal (RFP).
Contractor and personnel must have all required FEMA and applicable agencies training.
The Contractor shall have an excellent understanding of the documentation involved for
the reimbursement from FEMA, FHWA, or Other Federal Agencies, and the State relief
programs to make the process of cost recovery efficient and accurate. The processes and
documentation required will be in strict compliance with FEMA, FHWA, or Other Federal
Agencies, and other State relief programs regulations regarding eligibility.
Contractor shall immediately notify the City of any observed or perceived process or
practice that may jeopardize the City's ability to secure reimbursement from applicable
agencies of the program's cost.
This Proposal is being solicited in accordance with the Procurement Requirements for
Federal grants, as provided for in Title 2 Code of Federal Regulations (CFR) Part 200,
Uniform Administrative Requirements, Cost Principles, and Audit Requirements for
Federal Awards, as detailed in EXHIBIT C of this proposal document as incorporated
herein, in order to be eligible for reimbursement under the Public Assistance Program.
Piggybacking Option - The City does not intend to have this contract available for
"piggybacking" by other governmental entities without the permission of the awarded
contractor .
1.2 CONTRACT TERMS
The initial contract term is for three (3) years, with an option to renew for two (2)
additional, one (1) year terms. The City will have the option to extend at its sole discretion.
1.3 BACKGROUND INFORMATION
The City of Wilton Manors, in Broward County, was incorporated in 1947, and was created
as a municipality under Chapter 165, Florida Statutes and named the Village of Wilton
Manors. The Laws of Florida, 1953, Chapter 29609 established the present municipality,
designated it the City of Wilton Manors and enacted its Charter. The City operates under
the Mayor/Commission form of government and provides the following services as
authorized by its Charter: general government, public safety, public services,
transportation, economic development and culture and recreation. Additional
information about the City is available at the City's website: www.wiltonmanors.com.
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1.4 DEFINITIONS
Terms used in these Instructions to Offerors are defined as follows:
a. CITY - the City of Wilton Manors, a municipal corporation of the State of Florida.
b. CONTRACT - a legal instrument by which a non-Federal entity purchases property or
services needed to carry out the project or program under a Federal award. The term as
used in this part does not include a legal instrument, even if the non-Federal entity
considers it a contract, when the substance of the transaction meets the definition of a
Federal award or sub-award (see 2 C.F.R 200.92 Sub-award).
c. CONTRACTOR - 1. Contractor means an entity that receives a contract as defined in 2
C.F.R. 200.22 Contract. 2. The individual(s) or firm(s) to whom the award is made and
who executes the Contract Documents.
d. OFFEROR - one who submits a Proposal in response to a solicitation, as distinct from a
Sub-Offeror, who submits a Proposal to the Offeror.
e. NOTICE TO PROCEED - a written notice by the City notifying Contractor to commence
work in response to an emergency incident. Such notice to proceed will provide an
approximate date on which work is to commence.
f. PROPOSER - one who submits a Proposal in response to a solicitation. The terms
"Offeror" and "Proposer" are used interchangeably and have the same meaning.
g. PROPOSAL DOCUMENTS - the Request for Proposals, Instructions to Offerors,
Offeror's Qualifications Statement, Non-Collusive, Non-Discrimination and Non-
Debarment Affidavits, Domestic Partnership Certification, Certified Resolution,
Contractor Drug-Free Workplace, E-Verify, Offeror's Proposal, Proposal Security and
Specifications, if any, and the proposed Contract Documents (including all Addenda issued
prior to opening of Proposals).
h. SUCCESSFUL OFFER - the lowest, qualified, responsible and responsive Offeror to
whom City (on the basis of City's evaluation as hereinafter provided) makes an award.
1.5 TERMS AND DEFINITIONS RELATED T0 SCOPE OF WORK
These acronyms shall be used hereafter throughout this solicitation:
FEMA Federal Emergency Management Agency
FHWA Federal Highway Administration
FDOT Florida Department of Transportation
FDEP Florida Department of Environmental Protection
FDH Florida Department of Health
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NRCS Natural Resources Conservation Services
SFWMD South Florida Water Management District
a. APPLICANT: City of Wilton Manors.
b. CONSULTANT: The Consultant is a person or entity which included employees,
partners, principals, agents, and assignees who are party to the agreement for the
purpose of providing services and will be referred to as a Contractor for purposes of this
proposal.
c. DATA MANAGER: Manager of data collected from monitoring operations and
employed by the Contractor.
d. EMERGENCY OPERATIONS CENTER (EOC): An emergency operations center or EOC, is
a central command and control facility responsible for carrying out the principles of
emergency preparedness and emergency management, disaster management functions
at a strategic level in an emergency situation.
e. FEDERAL EMERGENCY MANAFEMENT AGENCY (FEMA): FEMA is a funding source to
the City for activities during an event declared a disaster by the President of the United
States. FEMA eligible debris removal is second and subsequent passes on FHWA eligible
roads and other roadways not on the federal aid system.
f. FEDERAL HIGHWAY ADMINISTRATION (FHWA): FHWA, through the Emergency Relief
program is a federal funding source for work on Federal-Aid roadways and facilities.
FHWA has designated federal aid roadways also known as "on-system" roadways that are
eligible for Emergency Relief funding.
g. PROJECT MANAGER: The Project Manager is a Contractor who functions as the point
of contact for the City responsible for the overall project management.
h. SYSTEM: The word "System" is used in reference to the electronic portion of electronic
debris monitoring.
i. SYSTEM DATABASE: A system database is a compilation of all information gathered or
reconciled and meets requirements set forth by this Scope of Services.
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Section 2 - Scope of Services
2.1 SCOPE OF PROPOSAL
The City of Wilton Manors is required to operate during and after emergency event
situations, such as situations of an emergency nature resulting from disasters, civil
disturbances or civil defense emergencies which may or may not include search and
rescue operations. Included, but are not limited to, hurricanes, demonstrations and riots.
While this typically happens following the passing of a hurricane, there may be other
emergencies declared by city, state or federal officials that require City functions to
continue operating above and beyond normal operations. In these instances, City
employees need to be fed on a daily basis. It is the City's intent to establish a contract for
the provision of meals at the request of authorized City personnel. The contractor is to
supply all labor, equipment, supplies, food, management, etc.
The City may periodically host functions for special events where catering services will
also be required.
2.1.1 Proposer will furnish all food, beverages, and personnel necessary for an efficient
and sanitary catering and clean up service for City of Wilton Manors First
Responders and support personnel in the event of a natural disaster or other
related crises.
2.1.2 Proposer will purchase and prepare an adequate quantity of food to serve meals
to the total number of personnel as directed by the City's Emergency
Management Director or designee.
2.1.3 Proposer will provide the catering and clean-up service in accordance with the
terms, conditions and requirements stated herein.
2.2 PROPOSER EXPERIENCE, EXPERTISE AND RELIABILITY
2.2.1 Organizational Experience and Qualifications
Proposer shall provide a brief history of the organization, including the number of
years in business, relevant experience, accreditation status, licenses,
certifications, and other qualifications applicable to the services required under
this solicitation.
2.2.2 Relevant Catering Experience
Proposer shall provide a detailed description of two or three of the larges and/or
most comparable events the company has catered within the past two (2) years.
At a minimum, the description shall include:
a. Name and location of event
b. Date and duration of the event
c. Number of meals provided
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d. Types of meals and food services provided
e. Number of employees utilized
f. Number of locations served, if applicable
g. A description of the Proposer's responsibilities
Proposer shall provide the name, title, telephone number, and e-mail address of
a client contact for each reference.
2.2.3 Relevant Catering Experience
Proposer shall describe its experience providing meals in large quantities under
emergency, disaster, or other time-sensitive conditions. The response should
identify the approximate number of meals provided, number of locations served,
duration of the assignment, mobilization timeframe, and the Proposer's
responsibilities.
2.2.4 Organizational Capacity and Resources
Proposer shall describe its overall capacity to perform the services required
under this solicitation. The response shall identify available operational facilities,
kitchen facilities, number of locations, staffing resources, vehicles, equipment,
and other resources available to support the required services.
2.2.5 References and Past Performance
Proposer shall provide references for comparable services performed. The City
may contact references to evaluate the Proposer's reliability, responsiveness,
quality of service, ability to meet schedules, ability to manage large-scale meal
service, and overall past performance.
2.3 PROPOSER PROJECT APPROACH
2.3.1 Understanding of the City's Requirements
Proposer shall demonstrate its understanding of the City's requirements for
emergency meal services, including emergency activation, meal quantities,
multiple serving locations, meal schedules, dietary requirements, delivery
requirements, and anticipated operational conditions.
2.3.2 Mobilization and Activation
Proposer shall describe its approach for mobilizing personnel, food, equipment,
supplies, vehicles, and other resources following notification from the
Emergency Management Director or designee.
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The Proposer shall specifically describe how it will become operational and ready
to serve within forty-eight (48) hours of receiving an activation notice.
2.3.3 Meal Preparation and Service Locations
Proposer shall describe its approach for preparing and serving meals. The
Proposer may propose preparation at an off-site facility, at a location designated
by the City, through the use of mobile kitchens, or a combination thereof.
The response shall identify how meals will be prepared, packaged, maintained at
appropriate temperatures, transported, staged, and served.
2.3.4 Multi-Location Delivery and Distribution
Proposer shall describe its approach for delivering meals to multiple locations,
including its ability to coordinate simultaneous or sequential deliveries.
Potential delivery locations include:
a. City Hall Emergency Operations Command Center
2020 Wilton Drive, Wilton Manors, FL 33305
b. Hagen Park
2020 Wilton Drive, Wilton Manors, FL 33305
c. Island City Park Preserve (ICPP)
823 NE 28th Street, Wilton Manors, FL 33334
d. Richardson Historic Park & Nature Preserve
1937 Wilton Drive, Wilton Manors, FL 33305
Proposer shall clearly identify whether it will provide delivery to the designated
locations or whether the City would be responsible for picking up meals from the
Proposer's facility.
2.3.5 Staffing and Equipment Deployment
Proposer shall identify the personnel it proposes to dedicate to this contract and
describe the roles and responsibilities of those personnel.
Proposer shall also identify the equipment, vehicles, kitchen facilities, mobile
kitchens, refrigeration, food-holding equipment, transportation resources, and
other resources it proposes to utilize in performing the services.
2.3.6 Menu and Meal Service Approach
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Proposer shall provide proposed breakfast, lunch, and dinner menus consistent
with the minimum requirements established in Section 2.4.
Proposer may provide alternate menus and recommendations that offer
additional variety, provided that the proposed menus meet or exceed the City's
minimum requirements.
2.3.7 Dietary Requirements and Meal Substitutions
Proposer shall describe its approach for accommodating diabetic meals, food
allergies, dietary restrictions, and other special meal requirements identified by
the City.
2.3.8 Emergency and Disaster Response Plan
Proposer shall provide a detailed plan describing how it will respond to a disaster
or emergency activation. The plan shall address, at a minimum:
a. Mobilization and activation;
b. Staffing;
c. Food and supply procurement;
d. Food preparation;
e. Equipment and facility deployment;
f. Transportation and delivery;
g. Multiple-location coordination;
h. Meal distribution and serving;
i. Communication with City personnel;
j. Continuity of service; and
k. Procedures for addressing unforeseen circumstances or increased meal
demands.
2.3.9 Quality Control and Food Safety Approach
Proposer shall describe the procedures it will utilize to ensure food is fresh,
wholesome, properly prepared, stored, transported, maintained at appropriate
temperatures, and served in accordance with applicable Federal, State, and local
requirements.
2.3.10 Cleanup and Waste Management Approach
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