On-Site Catering Sacramento, LSS-18-48-RB (December 5, 2018)

Agency: Judical Council of California
State: California
Type of Government: State & Local
Caegory:
  • Q - Medical Services
Posted Date: Dec 5, 2018
Due Date: Dec 21, 2018
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On-Site Catering Sacramento, LSS-18-48-RB

The Judicial Council of California (JCC) seeks the services of a person or entity with expertise in the day-to-day business catering.

The Conference Center & Reception Services Unit is tasked with placing catering orders in conjunction with meetings taking place in the Sacramento area, most frequently taking place in the conference rooms located within the JCC¡¯s offices. This agreement will also service the occasional catering needs for the Court of Appeal, Third Appellate District as well as the Office of Governmental Affairs. The JCC has tried to establish an on-going and mutually beneficial relationship with a professional catering company to service these catering needs throughout the years. This is done in an effort to leverage the volume of business into cost savings that would allow the JCC to administer public funds in a sound and fiscally responsible manner.

This RFP is the means for Proposers to submit their qualifications to the JCC and request selection as a Contractor for these services.

Questions regarding this RFP should be directed to solicitations@jud.ca.gov and must be received no later than 2pm PST, December 21, 2018. Hard copy proposals must be delivered to:
Attention: Bid Desk
RFP No: IT-OPD-18-45-RB
Judicial Council of California
455 Golden Gate Avenue, 6th Floor
San Francisco, CA 94102-3688

Further details regarding the solicitation are set forth in the RFP and related documents are provided below.

Request for Proposal

Attachment 1 - Administrative Rules

Attachment 2 - Master Agreement

Attachment 3 - Acceptance TCs

Attachment 4 - General Certs

Attachment 5 - Darfur

Attachment 6 - Form 204

Attachment 7 - Iran Contracting Act

Attachment 8 - Unruh

Attachment 9 - Pricing Form

Attachment 10 - DVBE Declaration

Attachment 11 - Bidder Declaration

Attachment Preview

RFP Title: On-Site Catering Sacramento
RFP Number: LSS-18-48-RB
REQUEST FOR
PROPOSALS
JUDICIAL COUNCIL OF CALIFORONIA
REGARDING:
ON-SITE CATERING SACRAMENTO
PROPOSALS DUE:
December 21, 2018 NO LATER THAN 2:00 P.M. PACIFIC TIME
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RFP Title: On-Site Catering Sacramento
RFP Number: LSS-18-48-RB
1.0 BACKGROUND INFORMATION
1.1 Judicial Council of California. The Judicial Council of California (JCC), chaired
by the Chief Justice of California, is the chief policy making agency of the
California judicial branch. The JCC is one of the Judicial Branch Entities (JBE).
The California Constitution directs the JCC to improve the administration of justice
by surveying judicial business, recommending improvements to the courts, and
making recommendations annually to the Governor and the Legislature. The JCC
also adopts rules for court administration, practice, and procedure, and performs
other functions prescribed by law. The Leadership Support Services (JCC) is the
staff agency for the JCC and assists both the council and its chair in performing
their duties.
1.2 The JCC seeks the services of a person or entity with expertise in the day-to-day
business catering.
1.3 As an internal services organization, the Conference Center & Reception Services
Unit (located within the office of Conference & Print Production) is tasked with
placing catering orders in conjunction with meetings taking place in the Sacramento
area, most frequently taking place in the conference rooms located within the JCC’s
offices at 2850 - 2860 Gateway Oaks Drive, Sacramento. This agreement will also
service the occasional catering needs for the Court of Appeal, Third Appellate
District, located at 914 Capitol Mall, and 2980 Gateway Oaks Drive, Sacramento,
as well as the Office of Governmental Affairs at 520 Capitol Mall. Historically,
the JCC has tried to establish an on-going and mutually beneficial relationship with
a professional catering company to service these catering needs throughout the
year. This is done in an effort to leverage the volume of business into cost savings
that would allow the JCC to administer public funds in a sound and fiscally
responsible manner.
1.4 The JCC seeks to identify and retain a qualified Contractor 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 their qualifications to the
JCC and request selection as a Contractor for these services.
1.5 The JCC anticipates awarding a master agreement for an initial 12-month term,
with seven (7) additional consecutive one-year option terms for a potential
maximum total of eight (8) years. The initial term of the awarded master agreement
is anticipated to commence on or about February 1, 2019 and run for 12 months.
The seven (7) consecutive one-year option terms will then run 12-months each, and
may only be exercised at the JCC’s sole discretion.
1.6 The JCC does not guarantee that the Contractor will receive a specific volume of
work, a specific total amount, or a specific order value under the awarded master
agreement for these services. Additionally, there will be no limit on the number of
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RFP Title: On-Site Catering Sacramento
RFP Number: LSS-18-48-RB
orders the JCC may issue under the Master Agreement, nor will there be any
specific limitation on the quantity, minimum and/or maximum value of individual
orders.
1.7 Background Information on Historic Catering Needs and Expenditures (not a
guarantee of future expenditures):
1.7.1 Fiscal year 2015/2016:
1.7.2 Fiscal year 2016/2017:
1.7.3 Fiscal year 2017/2018:
$56,706
$74,442
$69,984
2.0 DESCRIPTION OF SERVICES AND DELIVERABLES
Meetings are catered in the building on an average of twice (2) per week, which amounts
to some weeks having no orders alternated by weeks with multiple orders. Peak numbers
of meals served is Tuesday through Friday. The meals served most often are either some
variation of a continental breakfast and/or a morning coffee service and lunch. Receptions
and dinners are rarely served, and would likely take place at an off-site location such
Indicate your ability/willingness to fulfill catering orders at the following locations: 1)
JCC offices at 2860 Gateway Oaks Drive, Sacramento (primary location); 2) The
California State Capitol building, 1300 10th St, Sacramento (occasionally); 3) The Stanley
Mosk Library and Courts Building, 914 Capitol Mall (occasionally); 4) 2980 Gateway
Oaks Drive, Sacramento (occasionally); 5) Office of Governmental Affairs at 520 Capitol
Mall (occasionally).
Daily averages (not a guarantee of future expenditures): The JCC currently averages
between zero (0) and two (2) catering orders per week with the occasional week of (five)
5 or more orders. The average breakfast order is for 43 covers (people) and the average
lunch order is for is for 36 covers (people).
Scope of Services - The Contractor will be asked to provide the JCC with the following
work:
2.1. Order Placement
2.1.1. Catering orders may be placed Monday through Friday until 3:00pm, at
least one day prior to the event.
2.1.2 Menu selection changes may be made to a previously placed order up to 24
hours in advance of the event time/date.
2.1.3 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).
2.1.4 Full cancellation of orders previously placed may be made up to one (1)
business day in advance of event time/date, without charge.
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RFP Title: On-Site Catering Sacramento
RFP Number: LSS-18-48-RB
2.1.5
2.1.6
Upon receipt of a catering order placement form, the Contractor shall email
a sales order to be confirmed by the JCC authorized user before the order is
considered authorized.
A set list of authorized JCC personnel that may place catering orders will
be provided after the award of the contract. The Contractor will not work
with any personnel not on the list, and the JCC will not be financially
responsible orders the Contractor accepts by non-authorized personnel.
2.2 Delivery, Set-up and Pick-up
2.2.1
2.2.2
2.2.3
2.2.4
2.2.5
2.2.6
2.2.7
All orders are to be delivered and set-up by the specified “set-up” time on
the catering order placement form provided by the authorized user.
Any orders delivered late by 30 minutes or more will be at no charge to the
JCC.
If the Contractor anticipates a late delivery, they will immediately call the
JCC representative with an estimated time of arrival.
Prior to room set-up, the Contractor will always check in at the Reception
desk upon arrival to the JCC, to receive any last minute information or
instructions (i.e., room changes).
All catering equipment (serving utensils etc.) must be cleared from the
building no earlier than 3:30pm, and no later than 6:00pm on day of delivery
(with the exception of days when late afternoon or early evening receptions
are scheduled to take place).
All meals must be delivered fully prepared and ready to serve (there are no
on-site kitchen facilities).
The Contractor will clearly state in their proposal any and all minimum
ordering and delivery requirements and/or delivery fees (e.g. “The
minimum order for delivery is $100.00 otherwise a delivery fee of $50.00
will apply.”)
2.3. Presentation
The display of catered items will be place on JCC provided tables and must include
at a minimum all of the following items:
2.3.1
2.3.2
2.3.3
Carafes are used for orange juice service;
Linen table clothes are used on buffet surfaces;
Professionally printed food labels are used on buffets for indication of
coffee type, and vegetarian selection at a minimum.
2.4 Inventory
2.4.1
2.4.2
The Contractor agrees to keep an inventory of a minimum of the following
in a supply closet at the JCC:
50 plates, 100 sets of eating utensils (plastic forks, knives, spoons and paper
napkins etc.), and 100 plastic cups, and one (1) air pot at all times.
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RFP Title: On-Site Catering Sacramento
RFP Number: LSS-18-48-RB
2.4.3 Supply of seasonings, teas, sweeteners.
2.4.4 Contractor will be responsible for monitoring and replenishing inventory as
necessary.
2.5 Problem Resolution
2.5.1
2.5.2
The JCC requires direct access to a management representative with the
Contractor, in order to gain immediate and accurate information and
problem resolution;
The Contractor will ensure prompt problem resolution, with appropriate and
concise follow-up to the JCC’s Project Manager.
2.6 Unscheduled Visits
2.6.1 The Contractor agrees to periodic unscheduled tours of the catering facility
by the JCC staff.
3.0 TIMELINE FOR THIS RFP
The JCC has developed the following list of key events related to this RFP. All dates are
subject to change at the discretion of the JCC.
RFP issued
EVENT
DATE
December 5, 2018
Deadline for questions
December 10, 2018
Questions and answers posted
December 12, 2018
Latest date and time proposal may be submitted December 21, 2018, 2pm PST
Evaluation of proposals, including interviews
(estimate only)
Menu Tasting of Top-Ranked Proposers (estimate
only)
December 22, 2018 to January
1, 2019
January 2, 2018
Notice of Intent to Award (estimate only)
January 3, 2018
Negotiations and execution of contract (estimate
only)
January 11, 2019
Contract start date (estimate only)
February 1, 2019
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