Emergency Catering Services for City of Cocoa Essential Staff
| Agency: | City of Cocoa |
|---|---|
| State: | Florida |
| Type of Government: | State & Local |
| NAICS Category: |
|
| Posted Date: | Jul 10, 2025 |
| Due Date: | Jul 17, 2025 |
| Solicitation No: | IQ-25-03-COC |
| Original Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
Main
Agency
City of Cocoa
City of Cocoa
Status
Active
Active
Fiscal Year
2025
2025
Title
Emergency Catering Services for City of Cocoa Essential Staff
Emergency Catering Services for City of Cocoa Essential Staff
Number
IQ-25-03-COC
IQ-25-03-COC
Type
Informal Request for Quote
Informal Request for Quote
Department
Purchasing
Purchasing
Online Submissions
Yes
Yes
Project Estimate
Piggyback Solicitation
No
No
Insurance Required
No
No
Bid Bond Required
No
No
Bid Bond Amount
Performance Bond Required
No
No
Performance Bond Amount
Construction Bond Required
No
No
Construction Bond Amount
Scope of Services
Service: Emergency Catering Services for City of Cocoa Essential Staff Description: Deliver a variety of prepared and non-perishable food items to the City of Cocoa emergency operations centers (EOC), or other critical facilities described in this announcement, prior to a hurricane or other emergency. Prepared food will be delivered fully cooked in aluminum catering trays so it can be easily stored upon delivery and be placed in an oven for re-heating. Non-perishable food items will be boxed for easy storage. All meals are to be delivered in full within 24 hours of placing the order. Minimum Requirements: 1. Capability to source, prepare, and deliver meals for City staff for up to five (5) days within 24 hours of placing an order.
2. Caterer must have the ability to prepare and deliver food in the event of a power outage.
3. Caterer must be able to deliver food in pre-hurricane storm conditions (sustained winds less than 36 mph).
4. Caterer must have been in business for at least 3 years.
5. Caterer facilities located no further than 10 miles from Cocoa City Hall Delivery Locations Anticipated Headcount 1. City Hall – 65 Stone Street, 2nd Fl. 25
2. Fire Dept – 1740 Dixon Blvd. 22
3. Police Dept. – 1226 King St. 40
4. Public Works – 155 N. Wilson Ave. 60
5. Dyal Water Plant – 28400 SR 520 Christmas, FL 16
Estimate Total 163 Menu: It is anticipated that an order will be placed for at least two (2) full days’ worth of meals which will include – Breakfast, Lunch, Dinner, Snacks, Beverages, and all non-food items as specified below. The number of days requested may be for as little as one day and as many as five days. The total headcount and number of days will be requested at the time of the order.
The City will try to provide as much notice as possible but depending on the circumstances of the emergency, notice may be as little as 24 hours. Non-Food Items:
• Paper plates, plastic forks, knives, spoons, and napkins
• Paper cups, coffee cups, coffee stirrers, coffee filters
• Paper to go containers (sectional)
• Plastic to go bags Delivery and Setup: • Food to be delivered to all locations within 24 hours of receiving an order.
• The food should be fully cooked and packaged in oven safe aluminum catering trays with contents labeled for easy storage and reheating. Other food items which do not require reheating may stay in their original packaging or packaged as needed for delivery.
• Unload the food and ensure that it is properly stored in a refrigerator provided at each of the specified locations. The City of Cocoa Reserves the right to reject any or all bids/proposals or any portion thereof, with or without cause, to waive technical errors and informalities and to accept the bid/proposals which, in its judgement, best serves the city. Upon award order will be placed via City of Cocoa Purchase Order.
Service: Emergency Catering Services for City of Cocoa Essential Staff Description: Deliver a variety of prepared and non-perishable food items to the City of Cocoa emergency operations centers (EOC), or other critical facilities described in this announcement, prior to a hurricane or other emergency. Prepared food will be delivered fully cooked in aluminum catering trays so it can be easily stored upon delivery and be placed in an oven for re-heating. Non-perishable food items will be boxed for easy storage. All meals are to be delivered in full within 24 hours of placing the order. Minimum Requirements: 1. Capability to source, prepare, and deliver meals for City staff for up to five (5) days within 24 hours of placing an order.
2. Caterer must have the ability to prepare and deliver food in the event of a power outage.
3. Caterer must be able to deliver food in pre-hurricane storm conditions (sustained winds less than 36 mph).
4. Caterer must have been in business for at least 3 years.
5. Caterer facilities located no further than 10 miles from Cocoa City Hall Delivery Locations Anticipated Headcount 1. City Hall – 65 Stone Street, 2nd Fl. 25
2. Fire Dept – 1740 Dixon Blvd. 22
3. Police Dept. – 1226 King St. 40
4. Public Works – 155 N. Wilson Ave. 60
5. Dyal Water Plant – 28400 SR 520 Christmas, FL 16
Estimate Total 163 Menu: It is anticipated that an order will be placed for at least two (2) full days’ worth of meals which will include – Breakfast, Lunch, Dinner, Snacks, Beverages, and all non-food items as specified below. The number of days requested may be for as little as one day and as many as five days. The total headcount and number of days will be requested at the time of the order.
The City will try to provide as much notice as possible but depending on the circumstances of the emergency, notice may be as little as 24 hours. Non-Food Items:
• Paper plates, plastic forks, knives, spoons, and napkins
• Paper cups, coffee cups, coffee stirrers, coffee filters
• Paper to go containers (sectional)
• Plastic to go bags Delivery and Setup: • Food to be delivered to all locations within 24 hours of receiving an order.
• The food should be fully cooked and packaged in oven safe aluminum catering trays with contents labeled for easy storage and reheating. Other food items which do not require reheating may stay in their original packaging or packaged as needed for delivery.
• Unload the food and ensure that it is properly stored in a refrigerator provided at each of the specified locations. The City of Cocoa Reserves the right to reject any or all bids/proposals or any portion thereof, with or without cause, to waive technical errors and informalities and to accept the bid/proposals which, in its judgement, best serves the city. Upon award order will be placed via City of Cocoa Purchase Order.
Dates(All times are listed as
EST
)
Broadcast Date
7/10/2025 4:00 PM EST
7/10/2025 4:00 PM EST
Question End Date
Due Date
7/17/2025 3:00 PM EST
7/17/2025 3:00 PM EST
Bid Opening Date
Pre-Bid Conferences
Total: 0
(All times are listed as
EST
)
| Date | Time | Mandatory | Location |
Documents
Quote/Bid
Quote/Bid Items
Additional Quote/Bid Items Fields
Quote/Bid Items
Total: 7
| # | Required | Group | Make | Model | Description | Quantity | Unit of Measure | Price/ Percent | Type |
| 1 | • Provide a 3–5-day meal plan showing a breakdown of what food is intended for each meal during that day. A sample is provided to this request for Quote for reference. *Paper goods, utensils, to-go containers, beverages including coffee, and other miscellaneous items as specified in this request are to be included in the per person rate. | 0 | Price | Service | |||||
| 2 | Breakfast | 1 | ea | Price | Service | ||||
| 3 | Lunch | 1 | ea | Price | Service | ||||
| 4 | Dinner | 1 | ea | Price | Service | ||||
| 5 | Snacks | 1 | ea | Price | Service | ||||
| 6 | Total per Person per Day | 1 | ea | Price | Service | ||||
| 7 |
Delivery/Setup Fee per location
*please note that it is anticipated you will be delivering to five (5) separate locations though this may be subject to change at the time of order. |
1 | ea | Price | Service |
Delivery Date
None
None
Required Files to be Uploaded by the Vendor
RF Quote Documentation
RF Quote Documentation
Shipping
None
None
Terms and Conditions
None
None
Include Shipping in Price of Items
No
No
Display Bid Tabulation to Vendors
No
No
Display Vendor Submissions to Vendors
No
No
View Vendor Submissions while Bid Solicitation is Active
No
No
Allow Options File to be Updated after Due Date
No
No
Allow Post Due Date Submission
No
No
Commodity Codes
Total: 3
| Code | Description |
| [961-15] | Concessions, Catering, Vending: Mobile and Stationary (See Class 905 for Airport Concessions) |
| [961-19] | Food Trucks and Mobile Catering Carts |
| [961-38] | Food Preparation Services (Including Food Canning Services) |
Publications
Total: 0
| Publication | Date |
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