Request for Proposals–2014/2015 Evergreen Lake House Preferred Caterer List

Request for Proposals #2014-07
2014/2015 Evergreen Lake House Preferred Caterer List

Requested By:
Evergreen Park & Recreation District
29612 Upper Bear Creek Rd
Evergreen, CO 80439
September 2014

Evergreen Park & Recreation District
Request for Proposals–2014/2015 Evergreen Lake House Preferred Caterer List

A. Statement of Need
In an effort to provide an increased level of service to our patrons, to ensure that high quality caterers are operating within the Evergreen Lake House (Lake House), and to develop a necessary revenue stream for the Evergreen Park & Recreation District (EPRD/District), the District is seeking highly qualified professional Catering Companies (Caterer) to be included in a Preferred Caterers list offered at the Lake House for the 2014/2015 event season.

B. Scope of Services
The Preferred Caterers selected (estimated to be between 5-7 companies selected) will be the primary caterers used for events within the Lake House for the 2014/2015 events season at the Lake House located at 29612 Upper Bear Creek Road, Evergreen, CO 80439. The event season annually commences approximately March 15th and ends approximately December 15th each year. In the future, patrons choosing to use a caterer other than those on the Preferred Caterers List will be required to pay an additional fee to EPRD.

1. Preferred Caterers must provide proof of current state sales tax license, state food service license and the ability to secure general liability insurance with their bid.

2. Catering services shall be provided by a company on the Lake House Preferred Caterer List for all events within the facility with the exceptions of events where a facility renter opts to pay an additional fee for a non-preferred vendor and specific blackout dates related to certain EPRD-managed events.

3. Existing food-related equipment located at the Lake House may be used by the selected caterers as part of their agreement and include; convection microwave oven, one commercial freezer, coffee maker, ice machine, alto sham, and one (1) single door refrigerator. Any additional food-related equipment necessary to provide food and beverage service shall be the responsibility of the caterer to provide at his or her own expense. Such additional equipment must be approved by the Lake House Supervisor.

4. Caterer shall be responsible for cleaning the Lake House following their event, i.e. sweeping and spot mopping, cleaning, stacking chairs, etc.

5. Caterer shall remove all trash and recycled materials from the concession/kitchen area and throughout the interior of the Lake House including the restrooms and rear deck area during and at the end of each event.

6. Caterers will be invited but not required to attend each Lake House facility rental lottery held on the 1st of each month during the event season.

7. Caterer will be required to have qualified, courteous staff at all times and must keep the concession/kitchen area clean to meet applicable State and Jefferson County health code requirements.

8. If alcohol is being served at the event, Caterer must provided T.I.P.S. Certified bartender(s) during the course of the event while alcohol is being served.

9. All employees of caterers working within the Lake House, and thus property managed by EPRD, is subject to criminal background checks.

10. Caterer will be responsible for providing their own change, bookkeeping of finances, staffing, and providing EPRD with monthly financial statements related to catered events at the Lake House.

11. Damage to the interior of the concession area or EPRD-owned equipment shall be repaired or replaced with like equipment within 10 business days.

12. Repairs due to damage to the exterior of the Lake House facility and/or the facility grounds caused by Caterer must be paid for upon immediate request by District staff.

13. Preferred Caterers will be required to sign an Independent Contractor agreement with EPRD for the 2014/2015 event seasons, including adhering to requirements related to insurance and verification of criminal history of the Independent Contractor and any employees of the Independent Contractor performing the catering services at the Lake House.

In addition to addressing the scope of services and the evaluation elements, submittals should include a fee schedule along with examples of similar work completed.

C. Submittal and Evaluation
All questions or requests for more information related to placing a bid for the 2014/2015 Evergreen Lake House Preferred Caterer RFP Must be directed to:
Brad Bednar, Lake House Supervisor
Phone: 720-880-1311
Email: This email address is being protected from spambots. You need JavaScript enabled to view it.

Proposals will be evaluated by EPRD staff based on, at a minimum, the following criteria:
1. Previous catering or restaurant experience and references from past clients.

2. Percentage of revenue returned to Evergreen Park & Recreation District (10% of food and beverage sales shall be the minimum bid amount).

3. Ability to provide diverse and affordable menu for events.

4. Ability to provide all recyclable and/or compostable materials such as cups, bottles, bowls, utensils, etc.

5. Other benefits proposed to EPRD and/or patrons during events season.

Minimum of three (3) copies of the complete proposal shall be provided to the Evergreen Park & Recreation District Administrative Office by 3:00 P.M. on October 10th, 2014. Submittals may be
sent via mail, hand delivery, fax, or email to:
Evergreen Park & Recreation District
Attn: Ann Marie Edwards
1521 Bergen Parkway, Evergreen, CO 80439
Email: This email address is being protected from spambots. You need JavaScript enabled to view it.
Fax: 720-880-1080