Form Center

Approved Caterer List

Application Instructions

City of Oviedo, Recreation & Parks

400 Alexandria Blvd

Oviedo, FL 32765

Any questions regarding this Application should be directed to:

Events Team, events@cityofoviedo.net

INDEX

APPLICATION AGREEMENT

Purpose

Background

Method of Selection

Responsiveness and Responsibility

Cancellation

Contract Term

Compliance

Insurance Requirements

Indemnification

Entire Agreement

Guidelines

Supervisor Responsibility

Set-Up/Unloading

Clean-Up

Damage

Food Preparation

Equipment and Supplies

Use of Furniture

Miscellaneous Event Requirements

Documentation

Invoice

Inspection of Documents

Promotions

Application Information

Approved Caterer List Application

Attachment A Guidelines for Caterers

Attachment B Catering Clean-up Checklist

APPLICATION AGREEMENT

 SECTION A: GENERAL TERMS AND CONDITIONS

PURPOSE

The City of Oviedo is accepting applications for operating a non-exclusive food service contract at the Oviedo Recreation & Parks.

The intent is to issue a contract or contracts to the most qualified caterers for non-exclusive food service rights. The City of Oviedo reserves the right to award and maintain concurrent contracts for food service with multiple caterers for various types of food products.

Caterers submitting applications must be responsibly, practically and regularly engaged in providing the services required in this solicitation. Applicants must possess ample resources to comply with and perform satisfactorily in accordance with the terms of this document.

BACKGROUND

Located at 357 Center Lake Lane, Oviedo, FL 32765, The Oviedo Amphitheatre and Cultural Center is a multi- purpose, state-of-the-art public facility designed for recreational, educational, and community programs and activities.

The building contains two green rooms, an Amphitheatre, small side stage and a large multipurpose room with a catering kitchen, which are available for banquets, company gatherings, weddings, etc. If food is catered, the caterer must be approved and enter into a per event agreement with the City of Oviedo. For purposes of this agreement, "caterer'' is defined as providing food and service for events at a professional capacity.

METHOD OF SELECTION

All applications will be subject to approval by the Recreation and Parks Director. Event Contracts will be awarded to selected caterers based upon, but not limited to, the following criteria: qualifications, information provided, customer satisfaction, past performance, service capability, and the ability to meet required City, County, and State health and sanitation standards. The approved candidates will be placed in two categorical statuses: Preferred Caterer List and Caterer List.

DEFINITION

Preferred Caterer List vs Caterer List

Preferred Caterer List:

Preferred caterers must meet all Risk Management requirements, complete the application, and be approved by the City of Oviedo’s Recreation Department Director. Once approved, they are added to the Preferred Caterers List, which is posted on the City of Oviedo’s website. These caterers are required to actively promote the Oviedo Amphitheater and Cultural Center through their website and/or social media. (Note: All booking dates and times must be cleared by the City of Oviedo Events Team before rental.)

Caterer List:

Caterers must also meet all Risk Management requirements, complete the application, and be approved by the City of Oviedo’s Recreation Department Director. Once approved, they are added to the general Caterer List, which is provided to customers who request a list of approved caterers.

RESPONSIVENESS AND RESPONSIBILITY

The City of Oviedo reserves the right to refuse any application from any person, firm or corporation that is in default to the City or has failed to perform faithfully any previous contract with the City. If requested, the applicant must present within five (5) working days evidence satisfactory to the City of performance ability and possession of necessary facilities, financial resources, adequate insurance, and any other resources required to determine the bidder's ability to comply with the terms of this document.

CANCELLATION

In the event the caterer shall default in any of the covenants, agreements, commitments, or conditions, the City may, at its option and in addition to all other rights and remedies which it may have, terminate the Agreement and all rights of the Caterer under the Agreement.

Failure to maintain the required certificates of insurance, permits, and/or licenses will be cause for contract termination.

Factors relating to difficulties in cooperation, clean-up, food handling, transportation, behavior of staff, cleanliness, sanitation standards and other relevant issues will have a bearing on the Caterer's good standing and may be considered due cause for termination of contract.

CONTRACT TERM

A complete and approved catering contract must be on file at least 60 days before the catered event.

Contracts established with the successful caterers will carry a term that will commence upon approval of application until September 30 of the same calendar year, and shall thereafter, be renewable annually on October 1. (Listing will reflect either preferred caterer list or caterer list.)

COMPLIANCE

Regulations - The Caterer shall give all notices and comply with all laws, ordinances, rules, regulations and lawful orders of any public authority bearing on the performance of the work.

Licensing and Permits - The Caterer selected under this application shall be required to demonstrate valid possession of appropriate required licenses and will keep them in effect for the term of this contract.

INSURANCE REQUIREMENTS

The Caterer will ensure the City of Oviedo is noted as the additionally insured, and will require each sub-caterer to ensure the City of Oviedo is noted as the additionally insured, as indicated, against the following risks to the extent stated:

Commercial General Liability - The Caterer shall secure, at its own expense, commercial general liability insurance including all insurance requirements to service and sell food in the State of Florida. This liability insurance is to be issued by a company or companies authorized to do business in the State of Florida, with coverage for bodily injury, property damage, and personal injury and the following minimum coverage limits:

$1,000,000 Bodily Injury & Property Damage-each occurrence 

$1,000,000 Personal & Advertising Injury-each occurrence

$2,000,000 General Aggregate

$2,000,000 Products/Completed Operations Aggregates limit 

$5,000 Medical Payments

$100,000 Fire Damage Legal Liability

The Caterer shall provide the City with a certificate of insurance evidencing its commercial general liability insurance, and shall thereafter annually provide the City with a Certificate of Insurance demonstrating compliance with the foregoing requirements. Upon request, the Caterer shall provide certified copies of the requested policies. The certificate of insurance shall contain the following clause: "No reduction, cancellation, or expiration of the policy shall become effective until thirty (30) days from the date written notice thereof is actually received by the City."

Workers’ Compensation - The Caterer shall secure, at its own expense, workers' compensation insurance in such amounts as is required by the State of Florida and shall secure any other kind of insurance that may be required by law in connection with the Caterer's provision of Catering Services. The Caterer shall provide the City with a certificate of insurance evidencing its workers' compensation insurance, and shall thereafter annually provide the City with a certificate of insurance demonstrating compliance with the workers' compensation insurance requirement.

$500,000 Each Accident

$500,000 Each Employee

$500,000 Policy Limit for Disease

Automobile Liability Insurance shall be maintained by the selected firm or individual with a combined single limit of not less than $500,000 Bodily Injury and Property Damage in accordance with the laws of the State of Florida, as to the Ownership, maintenance, and use of all owned, non-owned, leased or hired vehicles.

Other Required Insurance Coverage where unusual operations are necessary to complete the work, such as Longshoremen and Harbor Workers' Exposures, use of aircraft or watercraft, use of explosives, and any high-risk circumstances. No aircraft, watercraft or explosives shall be used without the express advance written approval of the City. 

All insurance minimum coverages extend to any sub-caterer, and the Caterer is responsible for all sub-caterers.

As evidence of the above listed license and insurance, including the City of Oviedo as the additional insured, a certificate of insurance shall be forwarded to the City of Oviedo Recreation & Parks Dept. at 400 Alexandria Blvd, Oviedo, FL 32765 or emailed to events@cityofoviedo.net prior to the beginning of work under this contract.

INDEMNIFICATION

The Caterer shall be liable to, and hereby agrees to, indemnify, defend and hold harmless the City and its officers, officials, agents, and employees against all loss or expense (including liability costs and reasonable attorney's fees) by reason of any claim or suit, or of liability imposed by law upon the City or its agents or employees, for damages because of injury, including death at any time resulting therefrom, sustained by any person or persons or on account of damages to property, including loss of use thereof, arising from, in connection with, caused by or resulting from Caterer's provision of Catering Services or activities undertaken by Caterer pursuant to this Agreement.

ENTIRE AGREEMENT

These standard terms and conditions shall apply to any contract or order as a result of this application except where special requirements are stated elsewhere in the document; in such cases, the special requirements shall apply. Further, the written contract and/or order with referenced parts and attachments shall constitute the entire agreement and no other terms and conditions in any documents, acceptance, or acknowledgment shall be effective or binding unless expressly agreed to in writing by the City of Oviedo.

If any term or provision of this agreement shall to any extent be held invalid or unenforceable, the remaining terms or provisions shall not be affected thereby, but each term and provision of this agreement shall be valid and enforced to the fullest extent permitted by law.

APPLICATION AGREEMENT

SECTION B: SCOPE OF CATERER’S WORK

In order to be on the City of Oviedo Approved Caterer List, the Caterer agrees to abide by all the following requirements:

GUIDELINES

Caterer must coordinate each event at Oviedo Recreation & Parks in accordance with Guidelines for Caterers (Attachment A) The Guidelines include detailed instructions for arrival, set-up, service, trash removal, break-down and rental equipment information.

SUPERVISOR RESPONSIBILITY

The Caterer will be required to provide on-site supervisors at all food service functions. The Caterer will provide adequate sales and coordination personnel to work with the staff of the Oviedo Recreation & Parks to insure first class service to the public.

SET-UP/UNLOADING

Caterer may park in the loading zone at the back of the Cultural Center for loading/unloading only. After Caterer has finished unloading during event set-up, vehicles must be moved to public parking spaces.

CLEAN-UP

Caterer must follow the work outlined in the Catering Clean-up Checklist (Attachment B). For each event, the Caterer Supervisor or designated leader must acknowledge and sign the checklist form acknowledging that required clean-up is complete to the satisfaction of Oviedo Recreation & Parks personnel. The Caterer further agrees to complete clean-up within the scheduled rental time as determined on the renter's contract. Additional time will be charged at a staff rate of $50.00 per hour or part thereof or applicable hourly room rental. (Room rental rates are available in the Rental Information Packet at https://www.cityofoviedo.net/294/Rental-Fees.) The Caterer shall be responsible for the removal from the building of rubbish, trash and garbage accumulated at all events. Caterer may utilize the Cultural Center dumpster for this purpose.

DAMAGE

Caterer must submit a $500 refundable damage deposit 30 days prior to booked event. At the City's option, Caterer shall replace, or agents, or any other persons retained, hired or used by Caterer to provide Catering Services. In the event the Caterer does not return the Cultural Center to its original state, the loss would be applied to the deposit first and then if there is a balance due, a claim shall be made on the Caterer’s insurance to rectify the loss incurred and/or revoke the refundable deposit.

FOOD PREPARATION

The Caterer shall prepare all food off premises, understanding that only a limited area at the Oviedo Recreation & Parks will be available for staging and final preparation. Approximately 100 square feet of securable space is available for the use of the Caterer for final preparation, storage, and refrigeration. No freezer space is available. Ice is available for Caterer.

EQUIPMENT AND SUPPLIES the Caterer shall provide all necessary plates, flatware, serving utensils and containers, warmers, linen and other items necessary to properly conduct service. The Caterer shall provide all necessary cleaning supplies.

USE OF FURNITURE

The Oviedo Recreation & Parks presently has tables and chairs in sufficient numbers to accommodate most needs within the building. These items are available for the Caterer and other providers to use for events at the Cultural Center. The Caterer agrees to cover any costs incurred for damage to furniture or equipment due to the Caterer's actions or negligence.

MISCELLANEOUS EVENT REQUIREMENTS

Caterer will make all necessary arrangements directly with the customer and will pass on all necessary costs to the customer that the Caterer deems appropriate. Caterer will arrange for all food, service, flowers, china, glassware, linens, equipment and other related items for the event.

DOCUMENTATION

A copy of the catering contract sent to the customer must be submitted at least four (4) weeks prior to the event.

INVOICE

Within thirty (30) days of each event, the Caterer will provide proof of booking event at the Cultural Center and advertisement or within thirty (30) days of each event, the Caterer will provide the City of Oviedo with a duplicate copy of the final billing consistent with the contract originally submitted between the Caterer and the renter of the Cultural Center for whom Caterer provided Catering Services.

A late fee of ten percent (10%) of the amount due to the City shall be paid by Concessionaire if the required payment is not timely made. All fees due under this Agreement shall be made payable to the City of Oviedo and shall be remitted to 400 Alexandria Blvd, Oviedo, FL 32765 C/O Cultural Center.

INSPECTION OF DOCUMENTS

All documents relating to the services provided at the Oviedo Recreation & Parks will be made available for inspection when requested by staff of the Cultural Center or other City of Oviedo Officials.

PROMOTIONS

The Preferred Caterers will be required to actively promote,  via their website and/or social media, the Oviedo Amphitheater and Cultural Center. (Dates/times for bookings must be cleared by the City of Oviedo Events Team prior to rental.)

Caterers who choose not to apply for the Preferred Listing will be added to a catering list that will be provided to the public upon request.

APPLICATION AGREEMENT

SECTION C

APPLICATION REQUIREMENTS

APPLICATION INFORMATION

Applications shall contain the following information:

Applications submitted in any other form may be considered non-responsive and may be disqualified.

• Questionnaire

• Business Identification (Item nos. 1 - 5): State name of individual or business, including sub-caterers, address of home and/or branch offices, telephone number, nature of the organization (individual, partnership, or corporation) and the number of employees. Identify the number of years in business, any other names under which the business operated and the dates, locations and number of years operated under each name. Include name, title, and telephone number of person(s) in your organization authorized to negotiate the proposed contract.
• Qualifications (Item no. 6): Describe briefly the qualifications of key staff who will be actively engaged in the proposed project. Indicate what their responsibilities are with respect to the project.
• Responsibility (Items nos. 7 - 8): The City of Oviedo will evaluate ability of Caterer to perform successfully under this contract. Indicate, if any, instances in which the Caterer has defaulted on a contract, declared bankruptcy or violated any labor practices.
• License Information (Item no. 9): - Provide applicable license numbers and or a copy of certificates.
• Signature and Attachments: Applicants must acknowledge all attachments received and submitted with application. All required signatures must be furnished and documents dated accordingly.
• Catering Menus: Applicants must submit sample of catering menus which will be held by The City of Oviedo for review by potential clients.

APPROVED CATERER LIST APPLICATION

OVIEDO RECREATION & PARKS

Please answer all questions. Answers must be clear and comprehensive. Attach additional sheets as necessary. Refer to Application Requirements for detailed definitions and explanations.

Applicants must provide the complete information requested below. Include the legal name of the Caterer and signature of the person(s) legally authorized to bind the Catering business to a contract.

ATTACHMENT A

GUIDELINES FOR CATERERS

ARRIVAL

• The renter has a contract with the Cultural Center. The Caterer must work within the rented times determined on the contract. If additional time is needed, the renter must rent and pay for the time no less than four (4) weeks prior to the event date.
• Doors will be unlocked at the specified time on the rental contract.
• Please inform the Cultural Center staff person on duty of your arrival.
• All Catering staff should report to the kitchen.
• Cultural Center staff will unlock the loading dock and kitchen doors for bringing equipment and supplies into the facility. The Caterer must show great care when bringing equipment across the floors.
• Caterers may park their vehicles in the loading dock behind the Cultural Center for the unloading process only. The caterer should remove all vehicles from the loading area as soon as finished. Caterers can park in the surrounding municipal lots designated on the attached map.

SET-UP

• Oviedo Recreation & Parks Staff will set up the tables and chairs.
• No catering staff shall enter any back-up area or areas which are not open to the public except storage areas for tables, chairs and kitchen.
• All logistics including electrical service must be pre-planned and approved by the City of Oviedo. It is encouraged that the Caterer attends the four (4) week meeting with the renter and Cultural Center staff so that all needs are discussed.

SERVICE

• Caterers providing drop-off food service must either: 1) arrange for catering staff personnel to return to attend to clean-up duties, or; 2) arrange for the group using the Oviedo Recreation & Parks to take care of their own clean-up. (This must be pre-approved by Cultural Center staff.)
• No candles may be used. Approved heat sources include electric food warmers, wick-enabled chafing fuel—not gel. Heat sources must be monitored at all times while in use.
• No decorations, tape, tacks or nails may be used on the walls, floors or tables.
• Propane is not permitted in the building.

  TRASH REMOVAL

• The Caterer must provide ample heavy duty plastic bags or double bags for trash containers.
• Trash must be removed regularly from the bar and kitchen area throughout the event to prevent accumulation. The Caterer must pick up trash and take it to the appropriate dumpsters located in back of the kitchen.
• Cultural Center Staff will empty the trash receptacles located in the Cultural Center Rooms throughout the event and at the end of the event.
• Anything beyond food-scrap trash, such as boxes and containers used to bring in items for catering, must be taken off site by caterer. Cultural Center staff will not dispose of these items.
• Do not drag full garbage bags across any of the floors. Bags tear and this causes damage to both carpets and tile floors. A utility cart is available for use if needed.

BREAKDOWN & CLEAN-UP

• Catering staff must be out of the building no later than the time determined on the contract.
• All items brought in must be removed by the end of the event by the Caterer or user and taken off site. This includes all cardboard boxes and other items used to transport food and service ware.
• The kitchen needs to be well cleaned, leftover ice dumped, floor swept and mopped and all other equipment removed. Mop up any major spillage and wipe down walls, counters, and serving spaces. When used, empty and wipe down all appliances including the refrigerator, dishwasher, warmers and convection oven. Caterers must bring their own soap, dishcloth/towel and other clean-up supplies. Wash all dishes and wipe out the sinks.
• A final inspection with a Catering supervisor will be made by the Cultural Center staff person on duty. The Caterer must ensure that sufficient staff remains to accomplish the required clean-up and removal. A catering staff member will be required to sign off on the Caterer's Cleanup Checklist before leaving.
• Please remove all excess food, food containers and the like from the catering kitchen refrigerators. Anything remaining after the event will be discarded immediately and may be reason to terminate the agreement for future purposes.

RENTAL EQUIPMENT

• Rental equipment, flowers and any other equipment must arrive with the Caterer. Cultural Center staff will not accept deliveries nor will the Cultural Center accept responsibility for such items. Caterer is responsible for transporting all items in to and out of the Cultural Center.
• All equipment and supplies must be removed from inside the Cultural Center by the Caterer at the close of the event.