QUOTE - Catering for City of Aurora Staff Picnic

The City of Aurora is soliciting catering services for its annual Staff Picnic on July 31, 2026, from 11:00 AM to 1:30 PM to serve approximately 350 attendees. The vendor is required to provide on-site grilling and serving of tacos with chicken, steak, pork, and vegetarian options, along with rice, beans, chips, salsa, and guacamole, and must supply all necessary equipment including grills, tents, tables, tablecloths, and serving trays. A team of six to eight qualified staff members must be deployed for setup, service, and cleanup, with full responsibility for food preparation and waste disposal in compliance with county health regulations and proper use of the City’s dumpster. A sample menu must be submitted with the bid, and the vendor must hold a valid health certificate. The event will take place at a location to be determined by the City, with the site map provided as Attachment A. Submission is electronic only via the OpenGov portal by 2:00 PM on July 21, 2026, and no physical or email submissions are accepted. The solicitation, numbered 26-065, is open to all qualified vendors without specific socioeconomic set-asides, and award will be made to the lowest responsible quote whose offer best demonstrates quality, fitness, and capacity, indicating a trade-off evaluation rather than a strictly lowest-priced technically acceptable approach. Contractors must comply with Illinois prevailing wage laws, the Drug-Free Workplace Act, prohibitions against bid rigging under state criminal code, and the Illinois Freedom of Information Act, including indemnifying the City for FOIA-related claims. Insurance coverage meeting City standards, with the City named as an insured, is mandatory. For contracts exceeding $25,000, vendors must report participation in U.S. Department of Labor-registered apprenticeship programs. All proposals must include a completed vendor questionnaire with certifications on labor compliance, tax obligations, eligibility, and ethical conduct. Invoices must be sent via email or mail to the Purchasing Division, referencing a valid purchase order number, with no electronic invoicing systems like WAWF required. No formal contract clauses from FAR are incorporated, and no specific packaging, marking, or technical standards are defined beyond general legal and operational compliance. All communication and inquiries must be directed through the OpenGov portal or to the primary point of contact, Mike Nelson, Director of Community Events.