Catering Services for the Glastonbury Boathouse

Agency:	Town of Glastonbury
State:	Connecticut
Type of Government:	State & Local
NAICS Category:	722320 - Caterers
Posted Date:	Jan 4, 2024
Due Date:	Jan 10, 2024
Solicitation No:	RPGL-2024-16
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

Department: Purchasing Department
RFP Number: RPGL-2024-16
Start Date: 12/21/2023
Close Date: 01/10/2024 11:00 AM

The Town of Glastonbury is accepting proposals from qualified individuals or firms to provide catering services at The Glastonbury Boathouse, 252 Welles Street, Glastonbury.

There will be an optional pre-proposal meeting held at The Glastonbury Boathouse, 252 Welles Street, Glastonbury, CT 06033 on January 4, 2024 at 10 A.M.

Interested individuals and firms should obtain the complete RFP and related information from the Town’s website at www.glastonburyct.gov. Responses to the Proposal must be submitted electronically no later than the time and date indicated above. LATE PROPOSALS WILL NOT BE CONSIDERED

Responses can be submitted at the following link: https://glastonburyct.bonfirehub.com/ , under the Request for Proposal (RFP) title “RPGL-2024-16 Boathouse Catering”. Respondents will be required to create a profile before submitting their proposal. Step-by-step instructions on how to register as a vendor are available at this website:

https://vendorsupport.gobonfire.com/hc/en-us/articles/6830871161239-Vendor-Registration

The Town of Glastonbury is an Affirmative Action/Equal Opportunity Employer. Minority / Women / Disadvantaged Business Enterprises are encouraged to submit a proposal.

Proposal Documents

Addendum No. 1

Attachment Preview

TOWN OF GLASTONBURY

PROCUREMENT NOTICE

REQUEST FOR PROPOSAL

CATERING SERVICES FOR THE GLASTONBURY BOATHOUSE

RPGL 2024-16

DUE DATE AND TIME: Wednesday January 10, 2024 11 A.M

The Town of Glastonbury is accepting proposals from qualified individuals or firms to provide

catering services at The Glastonbury Boathouse, 252 Welles Street, Glastonbury.

There will be an optional pre-proposal meeting held at The Glastonbury Boathouse, 252 Welles

Street, Glastonbury, CT 06033 on January 4, 2024 at 10 A.M.

Interested individuals and firms should obtain the complete RFP and related information from the

Town’s website at www.glastonburyct.gov. Responses to the Proposal must be submitted

electronically no later than the time and date indicated above. LATE PROPOSALS WILL NOT

BE CONSIDERED

Responses can be submitted at the following link: https://glastonburyct.bonfirehub.com/, under

the Request for Proposal (RFP) title “RPGL-2024-16 Boathouse Catering”. Respondents will be

required to create a profile before submitting their proposal. Step-by-step instructions on how to

https://vendorsupport.gobonfire.com/hc/en-us/articles/6830871161239-Vendor-Registration

The Town of Glastonbury is an Affirmative Action/Equal Opportunity Employer. Minority /

Women / Disadvantaged Business Enterprises are encouraged to submit a proposal.

Gina J. Consiglio

Purchasing Agent

RPGL-2024-16 – CATERING SERVICES FOR THE GLASTONBURY BOATHOUSE

TABLE OF CONTENTS

Section I General Information

Section II Scope of Work

Section III Submission of Proposal

Minimum Requirements

Term of Service

Site Inspection

Proposal Instructions

Evaluation Criteria

Selection Process

Timeline

Insurance Requirements

Indemnification

Attachments

 Attachment A - Town of Glastonbury Response Page

 Attachment B – Statement of Non-Collusion

 Attachment C – Floor Plan (2nd Level)

 Attachment D – Boathouse Inventory

Page No.

RPGL-2024-16 – CATERING SERVICES FOR THE GLASTONBURY BOATHOUSE

SECTION I - GENERAL INFORMATION

Purpose

The Town of Glastonbury is seeking to contract with three to six (3-6) Approved Caterers to

provide a range of menu options and event coordination for clients renting The Glastonbury

Boathouse, while also providing additional revenue to the Town. The intent of this RFP is to award

a three (3) year contract term, with the opportunity for renewal upon mutual agreement to the

selected Approved Caterers whose proposals best conform to this RFP and which are deemed to

be in the Town’s best interest.

Background

The Glastonbury Boathouse has been in operation since May 1, 2015. In that time, the Boathouse

has quickly established itself as one of the premier event and wedding venues in the Harford area,

hosting about 100 events annually.

The Boathouse is situated on the picturesque grounds of Riverfront Park. The first floor of the

Boathouse is used for boat storage and serves as headquarters of the Glastonbury High School

Crew Teams. The second floor is reserved for private event rentals and includes the following

spaces:

1. Banquet Hall – Capacity of 150 for seated dinner with dance floor, 300 for standing

receptions, or 120 for classroom style meeting. (See Attachment C for floor plan)

2. Caterer’s kitchen (See Attachment D for inventory)

3. Covered Observation Deck

4. Private Room for bridal party/event host

5. Restrooms

6. Elevator

The facility also has a large waterfront patio on the park grounds for wedding ceremonies. Catering

and bar services will be limited to the Banquet Hall and Observation Deck.

The Town accepts event bookings year-round, on any day and time, pending availability (see Check

Availability | Glastonbury Boathouse) for available rental spaces and current pricing.) All event

bookings shall be made directly between the client and the Town. As there are many other activities

that take place in Riverfront Park, there may be blackout dates for Boathouse Events. Town staff

will do their best to ensure that there are no major conflicts when booking events and to ensure

adequate parking. Caterers and clients must be aware of the shared use of the park and parking lot.

RPGL-2024-16 – CATERING SERVICES FOR THE GLASTONBURY BOATHOUSE

SECTION II- SCOPE OF WORK

Caterer’s Services

1. Provide catering services and bartending services for events at the Boathouse as requested.

2. Provide event coordination services for all events, including wedding receptions and

ceremonies.

3. Provide high-quality and diverse menu options for a variety of price points.

4. Provide the appropriate staffing for events.

5. Supply all necessary event equipment (i.e. linens, table settings, etc.)

6. Set-up and break-down of events (including tables and chairs.)

7. Maintain cleanliness of the facility during and after events.

8. The Town will provide kitchen appliances. The Town does not guarantee immediate

resolution for issues with the appliances beyond our control, such as, but not limited to;

malfunction, acts of god, natural disaster, power outages, etc.

Fees

The fees payable to the Town by Approved Caterers shall be comprised of an annual $1,000

payment plus a minimum 10% commission of gross revenues earned from all events, before tax.

The $1,000 shall be payable by Jan 31 annually. Commission payments will be payable on a

monthly basis. Gross revenues shall include all food and beverages including alcohol, labor/service

fees, rentals, etc. Approved Caterers will pay a security deposit of $2,000 at the commencement

of the contract and are required to maintain a security deposit of $2,000 throughout the term of the

contract. Caterers may propose an alternative commission structure for consideration by the Town,

but lower fees/commission rates will not be considered.

By 5:00 p.m. on the fifth business day of the month, Approved Caterers will submit to the Town

copies of the final client contract and invoice for each event held at the Boathouse within the

previous calendar month. The client contract and invoice shall serve as documentation to support

the percentage of gross revenues submitted as payment to the Town; payment shall be submitted

with the documentation by 4:30 p.m. on the 10th of the month. The Town reserves the right to

conduct periodic audit procedures on Approved Caterers. Caterers shall be required to provide

accounting statements upon request.

RPGL-2024-16 – CATERING SERVICES FOR THE GLASTONBURY BOATHOUSE

Operations and Maintenance

Approved Caterers shall maintain the cleanliness of catering areas throughout events and return

catering areas to the Town in the same condition as upon arrival. The Approved Caterer shall keep

the catering area free of litter, trash and debris at all times during events. All trash shall be removed

from the Boathouse in suitable containers by the Approved Caterer; this includes any requirements

for recycling in compliance with state and local regulations. The kitchen must be thoroughly

cleaned at event close, including sinks and drains. The Town shall have the right to conduct

inspections of the catering area at any time to determine whether Approved Caterers have

preserved the maintenance and cleanliness of the catering area. The Town will inspect the catering

area at the beginning and end of an event. Any cleaning and maintenance costs identified will be

deducted from the Approved Caterer’s security deposit. Each Approved Caterer is required to

maintain a security deposit balance of $2,000 and to pay any cleaning and maintenance costs that

exceed the security deposit balance. Multiple offenses can result in a termination of contract for

any potential newly scheduled events booked after the offense.

The Town will provide kitchen appliances. The Town does not guarantee immediate resolution for

issues with the appliances beyond our control, such as, but not limited to; malfunction, acts of god,

natural disaster, power outages, etc.

Designated Hours of Operations are 7:00 a.m. – 12:00 a.m., Sunday – Saturday.

Event hours will be coordinated to allow Caterers ample time for set up and breakdown in between

or following events.

Considerations

In selecting the Approved Caterers, the following will be taken into consideration:

The ability, capacity or skill of the Caterer to perform the contract or provide the service required

promptly within the time specified; the character, reputation, experience, and efficiency of the

Caterer; the quality of performance of previous contracts or services (including services provided

to the Town of Glastonbury); the quality and availability of the supplies and equipment necessary

to perform the contract.

Approved Caterers will be given the first opportunity to provide food and beverage services at the

Boathouse for non-weekday events. The Town intends to designate up to six Approved Caterers.

The Town reserves the right to waive the foregoing exclusive catering requirement in the event

that “ethnic” or “Kosher” foods cannot be provided by any of the Approved Caterers, in the event

that Approved Caterers are not available for a particular event or date, or as deemed in the Town’s

best interest (additional fees apply). Weekday meetings will not be exclusive to any of the

Approved Caterers and clients shall be permitted to arrange for prepared foods and nonalcoholic

beverages from others.

Dates must be booked directly between the client and the Town. The Town will provide the client

with the list of Approved Caterers. The client or caterer must inform the Town when catering

services have been contracted no less than 60 days prior to event. The Town will confirm the

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Catering Services for the Glastonbury Boathouse

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