CATERING SERVICES

Agency:	Santa Clara County Office of Education
State:	California
Type of Government:	State & Local
Category:	S - Utilities and Training Services
Posted:	Apr 4, 2024
Due:	Apr 22, 2024
Solicitation No:	RFP 02-24-25
Publication URL:	To access bid details, please log in.

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RFP 02-24-25

CATERING SERVICES

SANTA CLARA COUNTY OFFICE OF EDUCATION

INSTRUCTIONS AND CONDITIONS

FOR

CATERING SERVICES

THE SANTA CLARA COUNTY OFFICE OF EDUCATION

RFP 02-24-25

NOTICE IS HEREBY GIVEN that the Santa Clara County Office of Education, San Jose, California, hereinafter referred

to as the SCCOE, will receive up to, but no later than, Monday, April 22, 2024, at 3:00 p.m. sealed proposals for

the award of a contract for RFP 02-24-25 - Catering Services from interested parties hereinafter to referred to as

the Contractor(s). Proposals shall be addressed to Jas Sohal, Purchasing Manager, and submitted to SCCOE’s

Purchasing Services at 1290 Ridder Park Drive, San Jose, California 95131 at the date and time stated above.

BACKGROUND INFORMATION

The SCCOE is soliciting proposals from qualified vendors to provide comprehensive catering services in conjunction

with meetings, conference, trainings, etc. taking place in conference rooms at its offsite locations within Santa

Clara County and Hollister. With approximately 500 staff members on-site and additional 100 or more staff off-

campus, along with 31 school districts convening for various training and meetings, the SCCOE requires a vendor

capable of meeting diverse culinary needs to meet various dietary needs. The SCCOE wishes to establish an on-

going and mutually beneficial relationship with a professional catering company to service these catering needs.

This is done to leverage the volume of business into cost savings that would allow the SCCOE to administer public

funds in a sound and fiscally responsible manner.

The SCCOE seeks to identify and retain one or more qualified Contractors to prepare, deliver, set-up, and tear

down catered meals, in a professional manner with the utmost attention to detail. This RFP is the means for

Proposers to submit the qualifications and request selection as a Contractor for these services. The contract term

is initially envisioned as one year, with the possibility of annual extensions up to five (5) years, starting on or

around May 1, 2024.

The SCCOE does not guarantee that the Contractor(s) will receive a specific volume of work, a specific total

amount, or a specific order value under the awarded master agreement(s) for these services. Additionally, there

will be no limit on the number of orders the SCCOE may issue under the Master Agreement(s), nor will there be

any specific limitation on the quantity and maximum value of individual orders, but the SCCOE understands that

there may be a minimum order requirement for specific deliveries.

II.

DESCRIPTION OF SERVICES AND DELIVERABLES

Catering for meetings are arranged at offsite locations within Santa Clara County and Hollister. While catering may

be available at the facility located at 1290 Ridder Park Drive, San Jose, the cafeteria services provider retains the

primary right to cater at the Ridder Park facility. However, if the cafeteria services provider declines an order or is

unable to accommodate dietary restrictions such as vegan, vegetarian, gluten-free, nut allergies, etc., an external

vendor will be engaged for catering services at the Ridder Park facility.

The provision of exclusivity for catering orders does not extend to SCCOE programs subject to federal and/or state

laws mandating a bidding process for services. This administrative regulation does not override any obligations

imposed by federal or state laws that may restrict the grant of exclusivity within a contract. Employees/departments

are permitted to make small or incidental food purchases for meetings and are not required to order from the

cafeteria services provider for a group of people less than fifteen (15). A catering order is defined as any order for

RFP 02-24-25

CATERING SERVICES

SANTA CLARA COUNTY OFFICE OF EDUCATION

food/beverages catering to fifteen (15) or more individuals. Catering events may take place during normal business

hours, evenings, and weekends.

The selected vendor is expected to deliver services at a level commensurate with the highest standards of auxiliary

service operations, ensuring responsiveness to the needs of staff, visitors, and the SCCOE community. This entails

customer satisfaction through total quality management principles and operation of a production kitchen,

encompassing the catering services. It is highly recommended that meals be freshly prepared and cooked within

the certified premises and not solely consist of pre-packaged or mass marketed/branded items.

The Contractor(s) shall offer a full range menu featuring varied hot and cold entrees, sandwiches, soups, grill items

and must include selections that can accommodate dietary restrictions (e.g., vegan, vegetarian, gluten-free, nut

allergies, etc. …) and fresh fruit and salad options.

Communicate information and feature displays which serve to educate consumers in becoming better informed

and in developing healthier eating habits (e.g., nutritional requirements, nutritional contents of foods served,

packing and labeling of food products, etc.)

Support and adhere to SCCOE's initiative and dedication to environmental sustainability by providing boxed or

aluminum beverages for purchase in lieu of plastic bottled beverages. Exclusively offer beverages in boxed or

aluminum containers for the catering events. Contractor agrees to keep an inventory and provide sustainable, eco-

friendly paper plates, eating utensils, cups, boxes and paper napkins.

III.

SCOPE OF SERVICES

The Contractor(s) will be asked to provide the SCCOE with the following work:

• Catering menu selection for breakfast, lunch, dinner, snacks, salad bar and beverages

• The Contractor(s) shall offer a full range menu featuring varied hot and cold entrees,

sandwiches, soups, grill items and must include selections that can accommodate

dietary restrictions (e.g., vegan, vegetarian, gluten-free, nut allergies, etc. …) and fresh

fruit and salad options.

A. SERVICE REQUIREMENTS

• Order Placement Process

• Catering orders may be placed Monday through Friday until 3:00pm, at least one day

prior to the event.

• Menu selection changes may be made to a previously placed order up to 24 hours in

advance of the event time/date.

• Changes in the number of meals specified in an order may be made by 3:00 p.m. on the

business day preceding the scheduled delivery without penalty (increase or decrease).

• Full cancellation of orders previously placed may be made up to one (1) business day in

advance of event time/date, without charge.

• Orders should be placed by the SCCOE to Contractor(s) using the Catering Menu Order

Form which can be customized by each participating SCCOE program based on their

service needs. Each program is responsible for submission of their own Catering Menu

Order form to place order. The authorized program personnel will work with the

contactor(s) on each order.

• Upon receipt of a Catering Menu Order Form, the Contractor(s)(s) shall email a sales

order to be confirmed by the SCCOE’s authorized user before the order is considered

authorized.

RFP 02-24-25

CATERING SERVICES

SANTA CLARA COUNTY OFFICE OF EDUCATION

B. DELIVERY, SET-UP, and PICK-UP

• All orders are to be delivered and set-up by the specified “Delivery Time” on the

Catering Menu Order Form.

• Any orders delivered late by 30 minutes or more will be at no charge to the SCCOE.

• If the Contractor(s) anticipates a late delivery; they will immediately call the SCCOE’s

representative with an estimated time of arrival.

• Contractor(s) may charge a “service fee” for caterings after 5:00 pm and weekend

events.

• All meals must be delivered fully prepared and ready to serve.

C. PRESENTATION

The display of catered items will be placed on SCCOE-provided tables and must include, at a minimum, all

the following items:

• Carafes are to be used for orange juice service.

• Linen table clothes are to be used on buffet surfaces.

• Communicate information and feature displays which serve to educate consumers in

becoming better informed and in developing healthier eating habits (e.g., nutritional

requirements, nutritional contents of foods served, packing and labeling of food

products, etc.)

D. PROBLEM RESOLUTION

• The SCCOE requires direct access to a management representative with the

Contractor(s), to gain immediate and accurate information and problem resolution; and

• The Contractor(s) will ensure prompt problem resolution, with appropriate and concise

follow-up to the SCCOE’s Purchasing Manager within 7 business days of receiving the

SCCOE’s request for problem resolution.

IV. BILLING AND PAYMENT INFORMATION

On weeks in which there is an order, all invoices must be emailed to the SCCOE’s program contact/requestor on no

less than a weekly basis in arrears.

A. Each invoice must include the SCCOE Purchase Order number.

B. Each invoice must include the following information:

• Cost per meal, inclusive of preparation, set-up, tear-down of catered meals, and use of

linen tablecloth and service charge

• Ancillary cost such as flatware and paper products

• Delivery charge, if applicable

• Number of meals served.

• Date of Service

• Name of meeting

• Event requestor

• Room name

• Sales tax

C. For multiple day events within the same week, a single master invoice with a single unique invoice

number may be utilized to cover the range of the event's orders.

D. Any questions or concerns regarding payment of bills should be directed to the SCCOE’s Purchasing

Manager

E. Contractor(s) must provide the SCCOE with a monthly statement listing all outstanding (unpaid) invoices.

F. Any Orders delivered late by 30 minutes or more will be at no charge to the SCCOE.

RFP 02-24-25

CATERING SERVICES

SANTA CLARA COUNTY OFFICE OF EDUCATION

G. The Service and Deliverables must meet the following acceptance criteria or the SCCOE may reject the

applicable Services or Deliverables:

• Timeliness: timely delivery of the catering as requested on the Catering Menu Order

Form

• Edibility of the food or drink: the catering is delivered as measured against commonly

accepted standards.

The SCCOE will make every effort to ensure each correct, itemized invoice received from Contractor is paid

promptly but is unable to pay any late fees or interest payments on invoices past due.

PROPOSAL CONTENTS

The following information must be included in the proposal. A proposal lacking any of the following information

may be deemed non-responsive.

A. Technical Proposal

• Company Information. Legal name, business address, phone, and fax numbers.

Proposer's name, address, telephone and fax numbers, and federal tax identification

number (as shown on tax returns). ** Note that if Proposer is a sole proprietor using his

or her social security number, the social security number will be required before

finalizing a contract.

• Physical location. Provide the physical address of the location where catering service

meals will be prepared for delivery.

• History. Provide a brief history of your company. Include management philosophy,

length of years in the catering business, annual volume of catering business, and

industry associations to which your company belongs.

• Staffing. Indicate staffing level and an organization chart identifying the members of

your team, their roles, responsibilities, lines of authority and knowledge necessary to

complete this project.

• Key staff resumes. For each key staff member of the Proposer's catering team: a resume

describing the individual's background and experience, as well as the individual's ability

and experience in conducting the proposed activities.

• Designated representative. Name, title, address, telephone number, and email address

of the individual who will act as Proposer's designated representative for purposes of

this RFP.

• References. Names, addresses, and telephone numbers of a minimum of three (3)

clients for whom the Proposer has conducted similar catering services. The SCCOE may

check references listed by Proposer.

• Methods and Plans

o Method. Describe your proposed method to complete the work including

catering order placement & order confirmation methods, as well as your

proposed delivery and pick-up procedures. For example: The Proposer receives

an order for catering services from the SCCOE for an all day, on-site event with

40 attendees. Describe the method you would use to complete the work.

o Customer Satisfaction Plan. Describe the plan you will implement to ensure

continued customer satisfaction throughout this engagement. Include items

such as guarantees, client surveys, problem escalation procedures, and periodic

meetings with the SCCOE Purchasing Manager.

o Invoicing process. Describe your proposed invoicing process.

o Menu options. Submit an assortment of several cold lunch menu options, as

well as any hot lunch menu options (desired but not a requirement), several

cold and hot breakfast menu options, coffee service option(s), Appetizer / Hors

RFP 02-24-25

CATERING SERVICES

SANTA CLARA COUNTY OFFICE OF EDUCATION

D' Oeuvre and dinner and/or evening reception hors d'oeuvres menu options.

Menus should be creative and flexible. They should have the potential to rotate

every 6 to 12 months.

o Minimum Order. The contractor will clearly state in their proposal all minimum

ordering and delivery requirements (e.g. The minimum order for delivery is

$60.)

• Dietary restrictions.

o Packaged menu options must include selections that can accommodate dietary

restrictions (e.g., diabetic, vegetarian, gluten-free, vegan, nut allergies, etc.).

B. Cost Proposal

The following information must be included in the cost proposal:

• Pricing

o Breakfast items on the catering menu.

o Lunch items on catering menu.

o Dinner items on catering menu.

o Beverages: Coffee, Tea, Water, etc.

The lower cost option will be viewed favorably for the purpose of this RFP. All interested Proposers are encouraged

to submit their best available proposed pricing for consideration.

o Delivery fees will be paid as a separate item. Proposer will clearly state in their

proposal all delivery fees and their specifics.

o Ancillary cost such as flatware and paper products will be paid separately.

o Sales tax will be paid separately from cost per meal per person.

o Pricing on all saleable items shall be firm for the term of the contract. Price

increases will only be allowed upon mutual consent of contractor and SCCOE.

VI. OFFER PERIOD

Price, terms, and conditions of the proposal is considered valid for 60 days from the date that proposals are opened by

the SCCOE, unless the offering party in writing allows for a longer period.

VII. INTERVIEWS AND NEGOTIATIONS

Interview. The SCCOE may conduct interviews with Proposers to clarify aspects set forth in their proposals to

finalize the contract terms and conditions, including cost, or to assist in finalizing the ranking of top-ranked

proposals. Interviews may be conducted in person, via Zoom or by phone. If conducted in person, interviews will

be held at the SCCOE's Ridder Park campus. The SCCOE will not reimburse Proposers for any costs incurred in

traveling to or from the interview location. The SCCOE will notify eligible Proposers regarding interview

arrangements if an interview is requested.

Menu Tasting. The SCCOE may conduct Menu Tasting. If the Menu Tasting is necessary, it will be for the top 3

ranked Proposers only, to present in person at the SCCOE, a tasting of several items from the proposed breakfast

and lunch menus. Delivery, presentation, and food quality and portion size will be assessed by the evaluating staff.

All expenses associated with this tasting shall be borne by the Proposer. The SCCOE will notify the top-ranked

Proposers regarding the tasting arrangements according to the scheduled date specified above.

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.

Bid Identifier: RFP 02-24-25
CATERING SERVICES
Additional Resources: Notice Inviting Proposals
Awarded Vendor:
Awarded Date:
Awarding Agency:
Agency Contact:	Jas Sohal
Phone (Agency):	4083917013
Piggybackable?	Contact Vendor
Issuance Date:	03/27/2024
Due Date/Time:	04/22/2024@3:00PM
Bid Status:	Open
Note:

CATERING SERVICES

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