RFQ - Catering Services

Agency:	City of Rochester
State:	New York
Type of Government:	State & Local
Category:	S - Utilities and Training Services
Posted:	Jan 22, 2024
Due:	Mar 3, 2024
Publication URL:	To access bid details, please log in.

The City of Rochester (City) is seeking proposals from qualified Consultants (“Consultants”) to provide Catering Services for youth and adults at various programs and special events (the “Project”). Please note the rolling deadline for Summer vs. School Year programming. If your organization would like to be considered as an Approved Vendor for Summer 2024 programming, applications must be received by 11:59 PM on March 3, 2024. All other proposals to be on the Approved Vendor list will be accepted on a rolling basis with a deadline of 11:59 PM on June 30, 2024. Please note that the Approved Vendor List will be valid for three (3) years.

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Communications

All communications by parties who have indicated an intent to submit or have submitted a proposal in response to this RFQ (“Respondents”), including any questions or requests for clarifications, submission of the proposal, requests for status updates about the proposal selection process and any other inquiries whatsoever concerning this RFQ shall be sent, in writing, to the following City staff person (“City Contact”):

Sara Scott
DepartmentofRecreationRFP@CityofRochester.Gov

No contact is permitted with any other City staff member with regard to this RFQ during the RFQ process unless specifically authorized in writing. Prohibited contact may be grounds for disqualification.

Timeline

Activity	Time	Date
RFQ Release	8:00 AM	Monday, January 22, 2024
Deadline for Questions	11:59 PM	Sunday, January 28, 2024
Response for Questions Submitted	12:00 PM	Monday, February 5, 2024
Qualifications Due	11:59 PM	Sunday, March 3, 2024
Consultant Selection Notification	12:00 PM	Monday, March 25, 2024
Summer Programming Begins	9:00 AM	Monday, July 1, 2024

The dates shown above may be subject to change within the City of Rochester’s sole discretion and upon written notification as set forth herein.

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City of Rochester

Request for Qualifications

Catering Services

Proposals to be considered for Summer 2024 programming are due by Sunday, March 3, 2024

All other proposals to be reviewed on a rolling basis until Sunday, June 31, 2024

Submit Proposals to:

Sara Scott

DepartmentofRecreationRFP@CityofRochester.Gov

REQUEST FOR QUALIFICATIONS

The City of Rochester (City) is seeking proposals from qualified Consultants (“Consultants”) to provide

Catering Services for youth and adults at various programs and special events (the “Project”). Please note

the rolling deadline for Summer vs. School Year programming. If your organization would like to be

considered as an Approved Vendor for Summer 2024 programming, applications must be received by

11:59 PM on March 3, 2024. All other proposals to be on the Approved Vendor list will be accepted on a

rolling basis with a deadline of 11:59 PM on June 30, 2024. Please note that the Approved Vendor List will

be valid for three (3) years.

BACKGROUND

The mission statement of the City of Rochester’s Department of Recreation and Human Services (DRHS)

is to support the City of Rochester’s Mission, Vision, and Values by nurturing and inspiring the inner

potential of all citizens of Rochester through the provision of first-rate programs and services, supports

for citizens who are confronting complex challenges, and investments in the vibrancy of our

neighborhoods. We recognize that youth are in particular need of support during their formative years,

and as such, we have a special focus on youth programming thereby supporting the development of a

healthy, educated, productive, and self-sustaining community. DRHS includes three bureaus, the

Commissioner’s Office, which has DRHS administration, Markets, and Rochester Animal Services,

Recreation and Youth Services, and Human Services. This RFQ is to provide Catering Services that will be

utilized by the Recreation and Youth Services bureau, which includes the athletics and aquatics, camps

and special programs, R-Centers, and Youth Services units and the Human Services bureau, which includes

the Adult Workforce Development, AmeriCorps, and Crisis Intervention Services units.

The Recreation and Youth Services bureau’s mission statement is to support the City of Rochester’s

Mission, Vision, and Values by providing opportunities for the community to learn, socialize, exercise, and

play, while promoting healthy behaviors. With the changing demands of society, it is important we meet

the demands of youth by providing social emotional support, health, wellness, and nutrition opportunities

for youth and their families. In addition, the Bureau supports youth in their development into successful,

contributing adult community members through the provision of career exploration and work readiness

programs and services. This is accomplished using a positive youth development philosophy with a focus

on competence, usefulness, belonging, and power of influence. The Bureau also acts as a steward and

champion for our city’s R-Centers, parks, playgrounds, aquatics, green spaces, and other facilities.

The Bureau of Human Services supports the City of Rochester’s Mission, Vision, and Values by holistically

supporting residents in their development into successful, contributing members of their community

through the provision of career exploration, work readiness and crisis intervention programs and services.

The Bureau includes Flower City AmeriCorps Programs (FCA and Flower City Public Health Corps) that offer

a yearlong apprenticeship designed to inspire and prepare the next wave of human service and public

health professionals, with a focus on alleviating poverty and local public health crises. Additionally, the

Bureau includes the Crisis Intervention Services Unit that supports residents by providing trained

professionals for community members in crisis by addressing their immediate needs, as well as providing

support to victims and families impacted by violence. With teams acting as first responders and offering

connections to community-based support, residents have improved opportunities for long-term recovery

and stability. Recently, the Bureau expanded programming to include workforce development services

for adults, whose main goal is to organize and facilitate the City’s adult workforce development initiatives.

This effort includes job fairs, pre-employment skills workshops, and workforce connection summits. This

work also manages the City's workforce development grants given to external workforce development

agencies.

In this Request for Proposals (RFQ), the City is seeking comprehensive proposals from potential catering

companies or service providers. A panel of City staff will review proposals in response to this request for

proposals and choose Consultants to be on an Approved Vendor List for future professional services

agreements (PSA). City staff will reach out to Consultants on the Approved Vendor List to determine the

menu, any dietary restrictions, number of guests, date, time, location, etc. of specific catering needs when

the services are needed. All events will take place on City property, including R Centers, the Rochester

Community Sports Complex, City camp sites, and/or the Honorable Loretta C. Scott Center for Human

Services building.

TIMELINE

Activity

RFQ Release

Deadline for Questions

Response for Questions Submitted

Qualifications Due

Consultant Selection Notification

Summer Programming Begins

Time

8:00 AM

11:59 PM

12’Noon

11:59 PM

12’Noon

9:00AM

Date

Monday, January 22, 2024

Sunday, January 28, 2024

Monday, February 5, 2024

Sunday, March 3, 2024

Monday, March 25, 2024

Monday, July 1, 2024

The dates shown above may be subject to change within the City of Rochester’s sole discretion and upon

written notification as set forth herein.

COMMUNICATIONS

All communications by parties who have indicated an intent to submit or have submitted a proposal in

response to this RFQ (“Respondents”), including any questions or requests for clarifications, submission of

the proposal, requests for status updates about the proposal selection process and any other inquiries

whatsoever concerning this RFQ shall be sent, in writing, to the following City staff person (“City Contact”):

Sara Scott

DepartmentofRecreationRFP@CityofRochester.Gov

No contact is permitted with any other City staff member with regard to this RFQ during the RFQ process

unless specifically authorized in writing. Prohibited contact may be grounds for disqualification.

To ensure that all Respondents have a clear understanding of the scope and requirements of this RFQ, the

City will respond to all timely questions submitted via e-mail to the City Contact by the question deadline

stated above. Questions and the responding answers will be sent via e-mail to all Respondents who have

provided an e-mail address to the City Contact and will be posted on the City’s web page for this RFQ. The

City’s failure to timely respond or provide responses to any questions shall not delay or invalidate the

City’s right to make a decision to award an agreement pursuant to this RFQ.

The City will make every reasonable effort to keep Respondents informed about the RFQ process.

Notifications about Timeline date changes, amendments to the RFQ and other information about the RFQ

will be sent by e-mail to Respondents who have provided an e-mail address to the City Contact and will

be posted on the City’s website for this RFQ. The City’s failure to provide such information shall not delay

or invalidate the City’s right to make a decision to award an agreement pursuant to this RFQ.

SCOPE OF SERVICES

The City is seeking the services of Consultant(s) to perform catering services as needed for youth and

adults for various events throughout the year. There may be upwards of 50 events throughout the year

with each event having between 20-150 people attending. If selected, the Respondent shall be put on an

approved vendors list. The specific menu, any dietary restrictions, number of guests, date, time, location,

etc. of the event will be determined at the time when the professional services agreement is executed.

Respondent’s proposal shall address each of the following services, with a separate cost and timeline for

each identified task. The proposal shall address each of the requested services, using the same identifying

language, including any paragraph or section numbers or letters as used in the RFQ.

1. All Respondents must be able to provide the following services:

a. Menu of healthy food options that may be appealing to youth and adults

b. Menu of health beverage options that may be appealing to youth and adults

c. Pre-event food and beverage delivery

d. Pre-event food and beverage set up

e. Service Personnel, if possible

f. Post-event cleanup

g. Food and/or beverage options that are sensitive to dietary restrictions

h. Catering and serving equipment

i. Allergen Information

j. Clear costs

k. Maintain all necessary licenses and certifications

2. In order to be qualified Respondents must:

a. Demonstrate prior experience providing Catering Services

b. Have or will be able to obtain liability insurance in the amount of $1,000,000

c. Submit references who can describe the Proposer’s work for previous clients

d. Complete Attachment B, the City of Rochester’s MWBE Utilization form and

Attachment C, the City of Rochester’s Workforce Utilization form

QUALIFICATIONS PREPARATION AND SUBMISSION PROCESS

If your organization would like to be considered as an Approved Vendor for Summer 2024 programming,

applications must be received by 11:59 PM on March 3, 2024. All other proposals to provide school year

programming will be accepted on a rolling basis with a deadline of 11:59 PM on June 30, 2024. All

proposals shall be in PDF format, submitted via email, with the subject as “Respondent’s Name – Catering

Proposal” to the City Contact:

Sara Scott

DepartmentofRecreationRFP@CityofRochester.Gov

This RFQ is designed to facilitate the evaluation and selection of a Consultant that is best able to achieve

the City’s objectives. The proposal shall be no longer than five (5) pages, excluding attachments, with 1-

inch margins and 12 pt. Times New Roman font. All pages shall be numbered including major sections and

all attachments shall be referenced in the table of contents. To enable the City to effectively review the

information contained in the proposals, proposals shall reference the numbered and lettered sections of

the RFQ. The response to each section shall be clearly indicated and addressed or an explanation provided

as to why the Respondent is not submitting a proposal for a specific section or the requirement of the

RFQ.

Each proposal shall be signed by an individual authorized to enter into and execute contracts on the

Respondent’s behalf. Unless otherwise specified in its proposal, Respondent represents that it is capable

of meeting or exceeding all requirements specified in this RFQ.

Submission of a proposal shall be deemed authorization for the City to contact Respondent’s references.

Evaluation of proposals will be conducted by the City based on information provided in the Respondent’s

proposals and on such other available information that the City determines to be relevant. The evaluation

This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.

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RFQ - Catering Services

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