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RFQ Holiday Staff Luncheon

October 31, 2019

October 31, 2019

Dear City of Albany Establishment:

I am pleased to invite you to submit a bid for catering a private event this December. 
Please consider submitting a quote for catering services for a staff holiday luncheon in City Hall.  

Date:  Friday, December 20, 2019
Time:  12 p.m. - 2 p.m.
Location:  City Hall, Rotunda (24 Eagle St, Albany NY 12207)
Number of guests:  Approximate 300

Please submit LUNCH menu of items to be served.  Menu shall include:
  • Salad
  • 3-4 hot or cold options for lunch/buffet style with at least one vegetarian option.
  • Soda, water or various non-alcoholic beverage options 
Beverages:  Caterer to provide soda, water, and coffee.  No alcohol will be served at this event.

Additional:  Caterer to provide napkins, plastic ware, cups, plates, table covers etc.

Set Up/Break Down: Caterer will be allowed to access City Hall for set up by 9 a.m. and must have the meal ready to serve by 12 p.m. Caterer must have everything broken down and removed from City Hall by 3:30 p.m.

The City of Albany will provide tables and chairs. The event caterer is also welcome to use the Mayor’s Conference Room which is adjacent to the Rotunda, for preparing the lunch. 

Cost Proposal:  Please provide the total not to exceed cost for providing all of the services referenced herein. The total amount shall not exceed $3000.

Price Quotes shall be submitted to City of Albany, Office of the Mayor, City Hall Room 102, 
24 Eagle Street, Albany, New York 12207, or faxed to (518) 434-5013, or e-mailed to  no later than Friday, December 6, 2019, by 5 p.m. to be considered.

Please note:
The City reserves the right to accept or reject any and all proposals, in whole or in part, to waive any and all informalities and to disregard all non-conforming, non-responsive or conditional proposals.  The City reserves the right to award the work and/or services contemplated herein, in whole or in part, to one or more firms or individuals.

The selected caterer will be required to execute a written contract with the City of Albany and will be required to defend, indemnify and save harmless the City, its employees and agents, from and against all claims, damages, losses, and expenses (including without limitations, reasonable attorney’s fees) arising out of, or in consequence of, any negligent or intentional act or omission of the selected proposer, its employees or agents, to the extent of its or their responsibility for such claims, damages, losses, and expenses. 

The selected caterer will also be required to procure and maintain at its own expense the following insurance coverage, which must be issued by an insurer which is licensed to do business in the State of New York and which has an A.M. Best rating of not less than “A”: 
(a) Workers' Compensation and Employer’s Liability Insurance: A policy or policies providing protection for the proposer’s employees in the event of job-related injuries, to statutory limits.
(b) General Liability Insurance: A policy or policies of comprehensive general liability insurance with limits of not less than $1,000,000.
(c) Dram Shop Insurance: A policy or policies of dram shop insurance providing coverage for claims arising out of the acts of patrons who may have been served alcoholic beverages pursuant to this Agreement in the amount of $1,000,000.

Each policy of insurance required shall be in form and content satisfactory to the City of Albany Corporation Counsel, and shall provide that:
(a)          The City of Albany is named as additional insured on a primary and non-contributing basis. 
(b)           The policy shall not be changed or canceled until the expiration of fifteen (15) days after written notice to the City of Albany and shall be automatically renewed upon expiration and continued in force unless the City of Albany is given fifteen (15) days written notice to the contrary.

No work shall be commenced under the contract until the selected proposer has delivered to the Corporation Counsel or his designee proof of issuance of all policies of insurance required by this RFQ.  If at any time any of said policies shall be or become unsatisfactory to the City, the selected proposer shall promptly obtain a new policy and submit proof of insurance of the same to the City for approval.  Upon failure of the selected proposer to furnish, deliver, and maintain such insurance as above provided, the agreement may, at the election of the City, be forthwith declared suspended, discontinued, or terminated.  Failure of the selected proposer to procure and maintain any required insurance shall not relieve the selected proposer from any liability under the agreement, nor shall the insurance requirements be construed to conflict with the obligations of the selected proposer concerning indemnification.

Thank you for submitting a quote for this festive occasion! 

I look forward to hopefully working with you. Upon deadline and receipt of all quotes, a decision will be made by Monday, December 9, 2019, and caterer notified before 10 a.m., Tuesday December 10, 2019.  I plan on contacting everyone who submits a quote, however, in the event you haven’t heard from me or the Special Events Office by December 16th  please don’t hesitate to contact me for the status.

You may contact me with any additional questions at 518-434-5103 /