FOOD AND CATERING PROVIDERS

The Procurement Division of Knox County, Tennessee will receive sealed bids for the provision of Food & Catering Providers as specified herein.

The intent of these specifications is to set forth and convey to prospective bidders the general type, character and quality of Food & Catering Providers as desired by Knox County. Award will be based on Best Value. Best Value means more than low cost. It includes the initial cost, service quality and other factors detailed herein.

Schedule #1: Event/Meeting Catering at Vendor’s Location

• Private meeting room(s)/event space must be located within Knox County.
• Vendor is to provide catered food for events, prepared and served on-location by catering staff. Food can be served plated or buffet style. Vendor is to indicate which method of service can be utilized and detail any the cost associated with each, as applicable.
• Vendor is to detail the availability and any applicable cost associated with the rental/usage of audio/visual equipment.
• Cost for catering staff and/or gratuity will be included in Vendor’s response. Parking must be included. No additional or hidden fees/charges will be paid.
• Price per plate is to include all utensils and place setting materials (chairs, tables, tablecloths, serving dishes, etc), gratuity and staff cost, food provided and venue.
• Disposal and cleaning and any costs associated with disposal and cleaning after the event will be responsibility of the Vendor.

Schedule #2: Event Location Usage Only

• Location must be within Knox County.
• Vendor is to include cost per hour for use of vendor’s facility, along with any minimum rental requirements. Vendor is to detail the availability and any applicable cost associated with the rental/usage of audio/visual and event equipment.
• No food is to be included in this schedule as it is solely cost per hour for location rental. Include separate price for optional coffee/water service for duration of rental.
• Meeting rooms are to include appropriate number of tables and seating for guests. Parking must be included.

Schedule #3: Event/Meeting Catering not at Vendor’s Location

Note: Bidders must state minimum lead times for orders to be placed for each schedule.

A. Full-Service Option:

• Vendor is to provide catered food for events, prepared at the vendor’s location but set up and served at location as determined by Knox County designee. Meeting room(s)/event space will be located in Knox County. Food can be served plated or buffet style.
• Cost for catering staff and gratuity will be included in Vendor’s response, along with any applicable mileage/delivery fees. No additional or hidden fees/charges will be paid.
• Price per plate must include all serving dishes, utensils, place setting materials and condiments.
• Disposal and cleaning and any costs associated with disposal and cleaning after the event will be responsibility of the Vendor.

B. Delivery Only Option:

• Location must be within Knox County.
• Vendor is to prepare food at an agreed upon quoted price for an agreed upon delivery time for a location determined by the Knox County designee.
• Vendor is to quote price to include costs for necessary staff and gratuity, food preparation, utensils and condiments.

C. Carry-Out Option:

• Location must be within Knox County.
• Vendor is to prepare food at an agreed upon quoted price for an agreed upon pick-up time.
• Vendor is to quote price to include costs for necessary staff and gratuity, food preparation, utensils and condiments.

Bids must be received by **2:00 p.m. local time on December 8, 2026**. Late bids will neither be considered nor returned.

The Bid Envelope must show the Bid Number, Bid Name & Bid Opening Date.

Knox County requires that bids be submitted as one (1) marked original and one (1) exact copy. No copies are required with an electronic bid response.

Knox County's Procurement Division will accept electronically transmitted bids through the County’s On-Line Procurement System. Email and fax bids are strictly prohibited.

Prior to the opening of this bid, ALL BIDDERS MUST be registered with the Procurement Division.

This bid will be evaluated using the following criteria: Cost 100 Points.

The successful Vendor(s) must carry the insurance as indicated on the Insurance Checklist Attachment hereto. [...] the Vendor must complete, sign and have its insurance agent sign the attachment and submit it with the proposal.

Knox County intends to issue this Contract for one (1) year with the option to renew upon mutual consent of both parties. The term agreement may be renewed for four (4) one-year periods, one (1) year at a time, for a total of five (5) years.