REQUEST FOR PROPOSALS – CATERING SERVICE
REQUEST FOR PROPOSALS – CATERING SERVICE
Proposals must be received no later than 4:00 P.M. January 13, 2023
The Charlevoix-Emmet Intermediate School District (Char-Em ISD) is seeking proposals from qualified catering service providers (hereafter referred to as “Caterer”) to provide meals for events at each of the Char-Em office locations (08568 Mercer Boulevard, Charlevoix, MI 49720, 1313 Boyne Ave, Boyne City, MI 49712, and 1515 Cemetery Road, Petoskey), as well as events held off site in Charlevoix and Boyne City. Our goal is to partner with a vendor in order to provide healthy and cost-effective meals for workshops, committees and various groups meeting on a regular and semi-regular basis. The majority of meals provided at Char-Em are lunches. However, breakfast and dinner may also be provided from time to time.
Proposals to provide services for only Charlevoix or Boyne City locations will be considered.
About the Charlevoix-Emmet Intermediate School District
Char-Em ISD is a regional education service agency serving the public schools of Charlevoix, Emmet and northern Antrim counties. Our primary mission is to provide leadership and services that enhance the delivery of instruction for our 11 constituent school districts and assisting other public and parochial schools. We match services, materials and personnel in the areas of special education, school improvement, professional development, early childhood, vocational education, school safety, and administrative/business services, among other areas of expertise, to the needs of our local schools.
Scope of Work
Char-Em ISD provides meals when needed for events with as few as 10 or less and as many as 200 participants (although 10-50 is generally the case). A current estimate of times when a meal is offered is five to seven times per month for smaller events and 3-4 larger events annually. This was significantly greater pre-pandemic. Most events are scheduled well in advance, however Char-Em ISD will notify Caterer of an upcoming event no less than 5 business days in advance.
Caterer will deliver and set-up at least 30 minutes prior to the scheduled beginning of meal time to set-up, and will return within 30 minutes of the end of meal time to tear-down. Caterer may stay on site if that is more convenient. Caterer shall provide serving utensils and all equipment necessary to transport and serve meals, and will be responsible for clean-up of the serving location and removal of Caterer-owned equipment.
Char-Em ISD will provide utensils, paper plates, bowls, napkins and beverages, including coffee, for all meals.
Terms and Conditions
Caterer will not be an employee of the Char-Em ISD. Caterer shall provide proof of employment or limited liability corporation status, insurance, adherence to food preparation and safety standards, and any other standards required by law in the State of Michigan and/or Charlevoix and Emmet counties.
Caterer shall furnish Char-Em with an invoice for each event, which will be paid within 30 days of receipt of the invoice, or by credit card in advance/on the day of the event.
Required Information to Include in Proposal
Char-Em ISD reserves the right to approve or reject any proposal based solely on its assessment of proposals submitted. Successful proposals will include, at a minimum, the following information:
- Name and Address of Company
- Proof of Company Existence – including any information related to adherence to food safety standards and the ability to provide catering services in Charlevoix and Emmet counties
- Background of Company – including years in business and location(s)
- Owner and Primary Point of Contact
- Proof of Insurance
- Ability to Meet Scope – including which location(s) (Charlevoix, Boyne City, Taylor School, or all three)
- Pricing – estimated cost (or range) per meal, based on number of participants (up to 10, 11-50, 51-100, 201-200), as well as any additional fees for delivery (if not included)
- Sample Menus – include breakfast, lunch, and dinner samples
- References – include the names, addresses, and contact information for at least three business references
Proposals should be submitted electronically or in writing and must be received no later than 4:00 P.M. January 13, 2023 to:
Mike Haynes, Director of Instructional Services
08568 Mercer Boulevard, Charlevoix, MI 49720