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RFP: 2024/2025 Evergreen Lake House Preferred Caterer List

In an effort to provide an increased level of service to our patrons, to offer diversity in catering choices, to ensure that high quality caterers are operating within the Evergreen Lake House (Lake House), and to develop a necessary revenue stream for the Evergreen Park & Recreation District (EPRD/District), the District is seeking highly qualified professional catering companies (Caterer) to be included on a Preferred Caterer list offered at the Lake House for the 2024/2025 event season.

Evergreen Park & Recreation District
Request for Proposals #2023-01
2024/2025 Evergreen Lake House Preferred Caterer List

1. Statement of Need

In an effort to provide an increased level of service to our patrons, to offer diversity in catering choices, to ensure that high quality caterers are operating within the Evergreen Lake House (Lake House), and to develop a necessary revenue stream for the Evergreen Park & Recreation District (EPRD/District), the District is seeking highly qualified professional catering companies (Caterer) to be included on a Preferred Caterer list offered at the Lake House for the 2024/2025 event season.

2. Scope of Services

The Preferred Caterers selected will be the primary event caterers for the 2024/2025 season at the Evergreen Lake House located at 29612 Upper Bear Creek Road, Evergreen, CO 80439. The event season runs year-round. Patrons who choose to use a caterer outside the Lake House Preferred Caterer List will be required to pay an additional fee to EPRD.

  1. Preferred Caterers must provide proof of current state sales tax license, state food service license and the ability to secure general liability insurance with their bid.
  2. Preferred Caterers must provide staff for the entire event at the Lake House. Drop offs are not allowed unless approved by the Lake House.
  3. Catering services shall be provided by a company on the Lake House Preferred Caterer List for all events within the facility with the exception of (1) events where a facility renter chooses to pay an additional fee for a non-preferred caterer and (2) specific blackout dates related to EPRD-managed events.
  4. Existing food-related equipment located at the Lake House may be used by the selected caterers as part of their agreement. Provided equipment includes: convection microwave oven, microwave oven, commercial freezer, coffee maker, ice machine, alto sham, and refrigerator. Any additional food-related equipment necessary for food and beverage services shall be the responsibility of the caterer to provide at his or her own expense. Such additional equipment must be approved by the Lake House Manager.
  5. Caterer shall remove all trash and recycled materials from the kitchen and throughout the interior of the Lake House (as well as restrooms and rear deck area) during and after each event.
  6. Caterer will be responsible for cleaning the Lake House following their event including sweeping, mopping, cleaning the kitchen, stacking chairs, etc.
  7. Caterer will be required to meet all applicable State and Jefferson County health code requirements in the kitchen and have qualified, courteous staff at all times.
  8. Caterer must provide an “Approved Responsible Vendor” bartender if alcohol is being served at the event. Proof of training is required.
  9. All employees of caterers working within the Lake House, a property managed by EPRD, are subject to criminal background checks.
  10. Caterer will pay the District 10% of all food and beverage sales for inclusion on the Preferred Caterer List, with the exception of District-approved non-profit events.
  11. Within thirty days after the date of each event held at the Lake House the Caterer will be responsible for: (1) providing EPRD with a copy of their final bill and (2) completing all payments due to EPRD.
  12. Damage to the interior kitchen area or EPRD-owned equipment will be repaired or replaced with like equipment within 10 business days.
  13. Repairs for damage to the exterior of the Lake House facility and/or facility grounds caused by the Caterer must be paid for by the Caterer upon immediate request by District staff.
  14. Preferred Caterers will be required to sign an Independent Contractor agreement with EPRD for the 2024/2025 event seasons, which includes adherence to requirements related to insurance and verification of criminal history of the Independent Contractor and any employees of the Independent Contractor providing catering services at the Lake House.
  15. Preferred Caterer will comply with all current and future District rules, regulations, and policies that apply to the Lake House and will use reasonable care in providing all contracted services to Lake House patrons. In addition to addressing the scope of services and the evaluation elements, submittals should include menu options, pricing and examples of similar work completed.

3. Submittal and Evaluation

All questions or requests for more information related to placing a bid for the 2024/2025
Evergreen Lake House Preferred Caterer RFP should be directed to:

Krista Emrich
Lake House Manager
Phone: 720-880-1016
Email: kemrich@eprdco.gov

Proposals will be evaluated by EPRD staff based on, at a minimum, the following criteria:

  1. Previous catering or restaurant experience and references from past clients.
  2. Ability to provide a diverse menu for events.
  3. Ability to provide an affordable menu for events.
  4. Ability to provide linens and tableware.
  5. Ability to provide recyclable and/or compostable materials.
  6. Ability to provide a TIPS certified bartender.
  7. Other benefits proposed to patrons during event season.

A copy of the complete proposal should be provided to the Evergreen Lake House by 3pm on October 31, 2023. Submittals should be sent via mail, hand delivery or email to:

Evergreen Lake House
Attn: Krista Emrich
29612 Upper Bear Creek Rd
Evergreen, CO 80439
Email: kemrich@eprdco.gov

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