Yearly Employee Luncheon

Background
The City of Fairfax is seeking bids from qualified catering companies to provide buffet-style catering services for the Yearly Employee Luncheon. This event is scheduled for December 5, 2025, and aims to serve approximately 350 participants at the Sherwood Hall Community Center located at 3740 Old Lee Hwy, Fairfax, VA 22030. The goal of this contract is to ensure a successful and enjoyable luncheon experience for city employees.

Work Details
The contractor shall provide hot food buffet-style catering services including:

- Delivery and setup of food on designated food service tables (14 rectangular tables).
- Provision of linens for food service tables only.
- Dinnerware including disposable plates (clear plastic or eco-friendly), cutlery, beverageware, napkins, and condiments.
- All necessary setup and service materials such as chafing stands/pans, Sterno, lighter, serving utensils, generator, and serving staff.
- Staffing will include one Captain/Supervisor and three waitstaff.
- Pre-poured beverages will be placed at beverage service tables.
- Food requirements include two protein entrées (seafood, beef, or chicken), one vegetarian entrée, two side dishes (potato, vegetable, salad, rice), and one dessert option (cookies, brownies, pie).
- The contractor must also provide a sample lunch item prior to the award at no additional cost.

Period of Performance
The contract period will commence upon award and continue through December 31, 2026. It may be renewed for three additional one-year periods upon mutual agreement.

Place of Performance
Services will be performed at the Sherwood Hall Community Center located at 3740 Old Lee Hwy, Fairfax VA 22030. The facility where food is prepared must be within a 20-mile radius of this location.

Bidder Requirements
Bidders must have a health food rating and appropriate licenses to conduct business in Virginia. They should have been in the catering business for at least five years and have catered at least five similar events. Additionally, bidders must provide proof of insurance coverage including Workers’ Compensation and Commercial General Liability.