1. The Contractor shall have a minimum of five (5) years of continuous experience in providing the service required in the proposal. 2. All Lunches and Dinner should be within state per-diems (In State standard Rates). Rates can be found at https://www.gsa.gov/travel/plan-book/per-diem-rates. The state per-diem rate includes meal with drink, plate, drinking cup, napkins, and utensils, service fees, tip, tax, etc. 3. The Contractor shall provide an adequate number of employees to load and unload all equipment and material, for the set up and removal of all equipment and material in the facilities at the end of the event. 4. On August 6, 2025, the Contractor shall have all serving locations (chafing dishes and tablecloths) set up no later than 1:00 pm and plates, napkins, cups, utensils, and any chafing dishes being heated, by 5:00 pm. The Banquet dinner shall be ready by 5:30 pm. 5. On August 7, 2025, the Contractor shall have all serving locations (chafing dishes and tablecloths) set up no later than 10:00 am and plates, napkins, cups, utensils, and any chafing dishes being heated, by 11:00 am. Roadeo lunch shall be ready by 11:30 am. 6. For future years, catering dates for the VDOT Annual Safety Awards Banquet and Statewide Roadeo and Safety Training Day will be provided each year at contract renewal. 7. Taste Testing Samples: Taste testing shall be scheduled soon after proposals are received. VDOT will schedule a taste test. The samplers will be rated by quality, taste and appearance 8. BANQUET AND ROADEO EVENT: A. Morning Coffee & and Tea: 1. Contractor shall brew and provide Morning Coffee & Hot Tea Station on the day of the Roadeo, August 7, 2025, and must be ready to be served by 6:30 am to approximately 950 people. B. Fresh Doughnuts: 1. Contractor shall provide a variety of approximately 800 Fresh Doughnuts on the day of the Roadeo August 7, 2025, and must be ready to be served by 6:30 am. The doughnuts must be cooked within 24 hours of the Roadeo date. C. Meals: 1. Contractor shall provide a variety of forty (40) Box Lunches to include cold drinks (soda) on August 6, 2025, between 11:00 am and 12:00 pm. The box Lunch should be within state per diem ($19) all inclusive. 2. The Contractor shall provide one (1) buffet dinner for approximately 350 persons on the evening of August 6, 2025, and be ready to serve at 6:00 pm. Dinner should consist of two meats, two sides, roll/bread, dessert, and drink (water and tea). Dinner rate should be within state per-diem In State Standard Rate. ($28), all inclusive. 3. Contractor shall provide one (1) catered lunch for approximately 950 people on August 7, 2025, and be ready to serve at 11:45 pm. Lunch should consist of two meats, two sides, roll/bread, dessert, and drink (water and tea). The Roadeo lunch rate should be within state per-diem rate ($19), all inclusive. D. Cold Bottled Water: 1. Contractor shall provide 500 Cold Bottled Water approximately 16.9 fl. oz. per bottle on August 6, 2025. Cold water is to be available in cold containers filled with ice both inside and outside of the Farm Bureau Building. The water shall be in the cold container filled with ice no later than 1:00 pm to ensure water is cold by 3:00 pm. The Contractor shall continue to refill the cold containers with water bottles as needed. The Contractor shall supply and refill the cold containers with sufficient ice to keep the bottled water cold during the event. The bottled water is additional and separate from the meals and shall not be included as part of lunch or dinner. 2. Contractor shall provide 1500 Cold Bottled Water approximately 16.9 fl. oz. per bottle (day of the Roadeo) August 7, 2025. Cold water is to be available in cold containers filled with ice both inside and outside of the Farm Bureau Building. This water shall be in the cold container filled with ice no later than 6:00 am. The Contractor shall continue to refill cold containers with water bottles as needed. The Contractor shall supply and refill the cold containers with sufficient ice to keep the bottled water cold during the event. The bottled water is additional and separate from the meals and shall not be included as part of lunch or dinner. E. Cold Bottled/Canned Tea and Lemonade: 1. Contractor shall provide 400 Cold Bottled/Canned Tea and Lemonade approximately 12 oz per bottle/can on the day of Roadeo August 7, 2025. Plastic bottled or canned Tea/Lemonade to be available in cold containers filled with ice both inside and outside of the Farm Bureau Building. The tea and lemonade shall be in the cold container filled with ice no later than 6:00 am. The Contractor shall continue to refill cold containers with cold tea/lemonade as needed. The Contractor shall supply and refill the cold containers with sufficient ice to keep the tea/lemonade cold during the event. The tea/lemonade is additional and separate from the meals and shall not be included as part of lunch or dinner.
