QUOTE - Catering for City of Aurora Staff Picnic

The City of Aurora seeks qualified vendors to provide catering services for the City of Aurora Staff Picnic on July 31, 2026, from 11:00 AM to 1:30 PM to feed approximately 350 people. 

Project Details

• Reference ID: 26-065
• Department: Community Events
• Department Head: Michael Nelson (Director of Community Events)

Important Dates

• Questions Due: 2026-07-20T13:00:00.000Z
• Answers Posted By: 2026-07-20T22:00:00.000Z

Evaluation Criteria

• Summary and Overview —

  The City of Aurora seeks qualified vendors to provide catering services for the City of Aurora Staff Picnic on July 31, 2026, from 11:00 AM to 1:30 PM to feed approximately 350 people. 

   

   

• Add to specifications —

  The City reserves the right to award the project individually or to multiple vendors.

• Catering for City of Aurora Staff Picnic —

   

  Scope of Work

  The selected vendor will provide catering services and on-site grilling/cooking during our annual staff picnic.

   

  Menu Options

  The City would like to request a variety of taco options with traditional sides:

  • Tacos (to be cooked on-site): Chicken, Steak, Pork & Vegetarian Option (smallest amount)
  • Sides: Rice, Beans, Chips, Salsa & Guacamole

  ***Please include a copy of your sample menu with your bid submission.

   

  Event Date/Time

                  Friday, July 31, 2026

                  11:00 AM – 1:30 PM

                  All food items should be ready to serve by 11:00 AM.

   

  Event Location

  Water Street Mall – located East of City Hall (outdoors)

  44 E. Downer Place, Aurora, IL 60505

   

  Alternate Location in Case of Poor Weather

  Public Works Facility

  2185 Liberty St, Aurora, IL 60502

  Check in through the main entrance.

  The selected vendor will be given 24-hour notice if the location is to change due to poor weather.

   

  Vendor Responsibilities

  • The vendor will provide their own grill/flattop apt for outdoor cooking.
  • The vendor will provide their own serving tables, tents, tablecloths, serving trays and serving utensils. The City will not provide them.
  • The vendor will have a team of 6-8 staff for the event.
  • The vendor will provide ingredients/allergen information upon request.
  • The vendor is responsible for properly disposing of any grease waste and any cardboard/boxes used. The City will provide a dumpster on-site for regular garbage disposal during the event.
  • The vendor shall be in possession of their county health certificate and shall abide by county health department requirements.

   

  Event Day Set-Up

  • Vendor Arrival Time / Set-Up: 9:00 AM – 10:00 AM
  • Vendor Parking: Brodway St - Please review the site map attached.
  • Power Source: If required by the vendor, power sources are available on Water Street Mall.
  • Plates, utensils, napkins, drinks: These will be provided by the City of Aurora. They are not the vendor’s responsibility.

   

   

• Timeline —

  Release Date:	July 16, 2026
  Question Submission Deadline:	July 20, 2026, 8:00am
  Question Response Deadline:	July 20, 2026, 5:00pm
  Response Submission Deadline:	July 21, 2026, 2:00pm

• Equivalents & Approved Equals (when applicable) —

  Equivalents must be submitted via the Q&A Tab for consideration.  An Addendum will be posted with the "Approved" Equivalents.

  Equivalents must be submitted by 8:00 am, Monday, July 20, 2026. Questions will not be accepted after the due date and time.

• Term for Award —

  Completion upon delivery.

• Requirement for Selection —

  Notification of the quotation selected will be made by the issuance of a purchase order.

  The purchase shall result in the issuance of a purchase order.  All properly authorized purchases and services of the City shall be evidenced by the issuance of the same. Please be advised that any invoice received by the City not referencing a purchase order number may not be accepted as a valid City obligation.

  Payment shall be made for services rendered. The City, after inspection and acceptance, and in consideration of the faithful performance by the Bidder, agrees to pay for the completion of the work embraced in this contract, payment shall be made in accordance with the Illinois Local Government Prompt Payment Act (50 ILCS 505/1, et.seq.)

  Time, in connection with any discount offered, will be computed from the date of invoice delivery to the City or from the date a correct invoice is received by the City of Aurora Purchasing Division, if the latter date is later than the date of delivery. 

  Prices will be considered NET, if no payment discount is shown.

  The successful Bidder shall submit invoices via e-mail to: PurchasingDL@aurora.il.us or Mail to the following address:       

  City of Aurora

  Attn: Purchasing Division

  44 E. Downer Place

  Aurora, IL  60507

  The City of Aurora offers electronic funds transfer (EFT) payment to our vendors.  EFT is fast, simple, safe and secure and is our preferred method of payment! Please contact the Purchasing Division office for an authorization agreement form.

  The City of Aurora reserves the right at any time and for any reason to cancel this Informal Bid, to accept or reject any or all Bids or portion thereof or accept an alternate bid.  The City reserves the right to waive any immaterial defect in any bid, or technicality, informality or irregularity in the bids received, and to disregard all nonconforming or conditional bids or counter-proposals. Unless otherwise specified by the bidder or the City, the City reserves the right to hold the best bids for ninety (90) days from the opening date set forth above.  The City may seek clarification from any bidder at any time and failure to respond promptly is cause for rejection.  The City further reserves the right to award the bid to the lowest responsible Bidder whose offer best responds in quality, fitness and capacity to the requirements of the proposed work or usage and therefore is in the best interest of the City.

• Illinois Freedom of Information Act —

  Illinois Freedom of Information Act. The Contractor acknowledges the requirements of the Illinois Freedom of Information Act (FOIA) and agrees to comply with all requests made by the City of Aurora for public records (as that term is defined by Section 2(c) of FOIA in the undersigned’s possession and to provide the requested public records to the City of Aurora within two (2) business days of the request being made by the City of Aurora. The undersigned agrees to indemnify and hold harmless the City of Aurora from all claims, costs, penalty, losses and injuries (including but not limited to, attorney’s fees, other professional fees, court costs and/or arbitration or other dispute resolution costs) arising out of or relating to its failure to provide the public records to the City of Aurora under this agreement. 

Submission Requirements

• Terms and Conditions Acknowledgement (required) —

  I certify that I have read, understood and agree to the terms in this solicitation, and that I am authorized to submit this response on behalf of my company

• Specification Sheet of Products (required) —

  Please upload the specification sheet of the product being submitted. 

  Note: Only approved alternatives will be accepted.

• Bidder's Certification (required) —

  I/We hereby certify that:

  A. A complete set of bid papers, as intended, has been received, and that I/We will abide by the contents and/or information received and/or contained herein.

  B. I/We have not entered into any collusion or other unethical practices with any person, firm, or employee of the City which would in any way be construed as unethical business practice.

  C. I/We have adopted a written sexual harassment policy which is in accordance with the requirements of Federal, State and local laws, regulations and policies and further certify that I/We are also in compliance with all other equal employment requirements contained in Public Act 87-1257 (effective July 1, 1993) 775 ILCS 5/2-105 (A).

  D. As applicable, I/We are in compliance with the most current “Prevailing Rate” of wages for laborers, mechanics and other workers as required by the State of Illinois Department of Labor.

  E. I/We operate a drug free environment and drugs are not allowed in the workplace or satellite locations as well as City of Aurora sites in accordance with the Drug Free Workplace Act of January, 1992.

  F. The Bidder is not barred from bidding on the Project, or entering into this contract as a result of a violation of either Section 33E-3 or 33E-4 of the Illinois Criminal Code, or any similar offense of “bid rigging” or “bid rotating” of any state or the United States.

  G. As applicable, I/We will submit, for all contracts in excess of $25,000.00, a certificate indicating participation in apprenticeship and training programs approved and registered with the United States Department of Labor. 

  H. I/We will abide by all other Federal, State and local codes, rules, regulations, ordinances and statutes.

• Bidder's Tax Certification (required) —

  The Bidder's Executing Officer, being first duly sworn on oath, deposes and states that all statements made herein are made on behalf of the Bidder, that this despondent is authorized to make them and that the statements contained herein are true and correct.

  Bidder deposes, states and certifies that Bidder is not barred from contracting with any unit of local government in the State of Illinois as result of a delinquency in payment of any tax administered by the Illinois Department of Revenue unless Bidder is contesting, in accordance with the procedures established by the appropriate statute, its liability for the tax or the amount of the tax, all as provided for in accordance with 65 ILCS 5/11-42.1-1.

• Eligibility (required) —

  By signing this Proposal, the Proposer hereby certifies that they are not barred from bidding on this Proposal as a result of a violation of Article 33E, Public Bids of the Illinois Criminal Code of 1961, as amended (Illinois Compiled Statutes, 720 ILCS 5/33E-1).

• City of Aurora Terms and Conditions Acknowledgement (required) —
  By submitting a response to this solicitation, the Vendor acknowledges and agrees to the following: 
   

  I acknowledge that all solicitation documents, specifications, addenda, and my submitted response shall be incorporated into and form part of any resulting award.

  I agree to provide all labor, materials, equipment, supervision, transportation, and incidental items necessary to perform the work as specified in the solicitation.

  I understand that any resulting award shall remain in effect for the term specified in the solicitation and until all work is satisfactorily completed.

  I agree that all pricing submitted shall remain firm for the period specified in the solicitation unless otherwise stated.

  I understand that invoicing and payment shall be governed by the requirements of the solicitation and applicable Illinois law.

  I agree to perform all work in a professional, timely, safe, and workmanlike manner and in compliance with all applicable federal, state, and local laws, regulations, ordinances, codes, and permit requirements.

  I agree to comply with all applicable licensing, labor, prevailing wage, equal employment opportunity, and workplace safety requirements.

  I acknowledge the requirements of the Illinois Freedom of Information Act (FOIA) and agree to provide records as required by applicable law.

  I understand that the City reserves the right to terminate any resulting award in accordance with the terms of the solicitation and applicable law.

  I acknowledge that submission of a response does not constitute an award of contract and that no contractual relationship exists until the City issues a formal written award or authorization.

  I agree to provide the required insurance coverage and certificates of insurance prior to commencing work, if awarded.

  I agree to indemnify, defend, and hold harmless the City of Aurora as required by the solicitation documents and applicable law.

  I agree that any resulting award shall be governed by the laws of the State of Illinois and that venue for legal actions shall be in Kane County, Illinois.

  I acknowledge that the solicitation documents, addenda, and my submitted response shall constitute the entire agreement relating to this procurement.

  I certify that I am authorized to submit this response and legally bind the Vendor to the requirements of this solicitation.

  I have read, understand, and agree to all City of Aurora Terms and Conditions listed above and certify that I am authorized to bind the submitting firm.

• Please upload your sample menu. (required)
• Anticipated Timeline (required) —

  Please provide the anticipated

  1. Posting Date
  2. Question Deadline
  3. Opening Date (Wednesday at 11:00 am)
• Pre-bid meeting? (required)
• Is the pre-bid meeting mandatory? (required)
• Pre-Bid Meeting Location (required) —

  Where are we meeting for the site visit(s)?

• Do we intend to award this project to multiple vendors? (required) —

  Would we like this option?

• Do we need them to upload a copy of licenses, certifications, etc? (required) —

  This includes but not limited to: plumbing licenses, industry certifications, proof of safety training, IDOT Prequal., etc

• What Certifications/Licenses? (required) —

  This will be added by purchasing in the Vendor submissions in the next stage. 

• Does this project require Prevailing Wage? (required) —

  Any project with LABOR requires prevailing wage!

  Exceptions: Snow removal, landscaping maintenance/mowing. 

   

• What kind of project is this? (required) —

  Choose 1-2 options

• Is this a project that will require a COI? (required) —

  Are we asking for work to be completed? (ie. sewer repairs, painting, concrete slabs)

• Vendors to be Notified (required)

Questions & Answers