Project Information

Bid Title

Emergency Catering Services for City of Cocoa Essential Staff

Issuing Agency

City of Cocoa

Location

Florida

Published Date

Jul 10, 2025

Closing Date

Jul 17, 2025

Government Level

State & Local

Status

Closed

Ref. #

IQ-25-03-COC

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

Main

Agency
City of Cocoa

Status
Active

Fiscal Year
2025

Primary Contact
Christine Savage

Title
Emergency Catering Services for City of Cocoa Essential Staff

Secondary Contact
Brian Dale

Number
IQ-25-03-COC

Tertiary Contact
Diane Kozlak

Type
Informal Request for Quote

Department
Purchasing

Online Submissions
Yes

Project Estimate

Piggyback Solicitation
No

Insurance Required
No

Bid Bond Required
No

Bid Bond Amount

Performance Bond Required
No

Performance Bond Amount

Construction Bond Required
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.

Dates(All times are listed as EST )

Broadcast Date
7/10/2025 4:00 PM EST

Question End Date

Due Date
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

Total: 2

Type	Name	Description	File Type
Request for Quotation	Catering - EOC 2025.pdf	Request for Quote Sheet	PDF
Plans	Sample Meal Plan.pdf	Sample Menu Plan	PDF

Quote/Bid

Zones
Total: 0

Zone

Groups
Total: 0

Group

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

Additional Quote/Bid Items Fields

Display Options Spreadsheet Section	No	Display Image and Specifications Hyperlink Fields	No
Display Build Sheet File Upload Field	No	Display Options File Upload Field	No
Require Build Sheet File to be Uploaded	No	Require Options File to be Uploaded	No
Display Lead Time Field	No	Display Standard Packaging Field	No

Delivery Date
None

Required Files to be Uploaded by the Vendor
RF Quote Documentation

Shipping
None

Terms and Conditions
None

Include Shipping in Price of Items
No

Display Bid Tabulation to Vendors
No

Display Vendor Submissions to Vendors
No

View Vendor Submissions while Bid Solicitation is Active
No

Allow Options File to be Updated after Due Date
No

Allow Post Due Date Submission
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

Commodity Codes

• NAICS 722320Caterers

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