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Consent

Brentwood City Commission Agenda

Meeting Date:	04/22/2019
Agreement with Dream Events for Catering Services at the Rendevous at Ravenswood
Submitted by:	Deanna Lambert, Community Relations
Department:	Community Relations

Information

Subject

Resolution 2019-45 - Approval of a Contract with Dream Events and Catering for Catering Services at the Rendezvous at Ravenswood

Background

The final event of the City of Brentwood’s 50^th Anniversary celebration, Rendezvous at Ravenswood, is set for October 10, 2019. The 50^th Steering Committee, selected and appointed by the Brentwood City Commission, have raised sponsorship funds to cover the cost of most events.

The Rendevous will be a roughly 300-ticket event held at Ravenswood Mansion in Smith Park. The City issued a Request for Proposals from interested catering vendors in an advertisement dated March 27, 2019. The City received and opened two sealed proposals on April 2, 2019:

Bidder	Base Bid
Dream Events & Catering	$24,740
Brentwood Catering Services	$12,075 (nonresponsive)

City staff evaluated the RFPs based on the following criteria:

Ability of vendor to provide high level of service
Ability of vendor to provide high quality of all foods served
Creativity for all food stations presenting chafers and food in an attractive manner
Information provided in the response to the RFP
Overall cost of services
Recommendations from previous clients
Staff Experience and event staffing numbers

Only one of the RFPs submitted met the qualifications of the request with a bid of $24,740 from Dream Events and Catering. Brentwood Catering Services did not meet the RFP qualifications as they did not demonstrate experience in catering similar events with high level of quality and service. Recommendations from previous clients were not provided, and the response omitted staff experience details.

Dream Events and Catering, located in Nashville, have been in business since 1991. In the submitted RFP, they demonstrated that they can deliver quality service and food through prior event photos and references. They also plan to have at least 20 staff members present at the event, which was double the number provided by Brentwood Catering Services.

Staff Recommendation

Staff recommends approval of the attached resolution awarding the contract for catering services to Dream Events & Catering.

Fiscal Impact

Amount :	$24,740
Source of Funds:	Donations Held In Trust
Account Number:	615-41900-83161

Fiscal Impact:

The amount of $24,740 for catering services will be paid from account 615-41900-83161, which is the Donations Held In Trust account for the 50th Steering Committee, and is where sponsor donations have been deposited. No general city funds will be spent as part of this agreement.

Attachments
Resolution 2019-45
COB Contract No. 2019-47
Exhibit A - RFP Documents
Exhibit B - Dream Events Proposal
Exhibit B - Cost Analysis
Dream Events RFP Submittal
Dream Events COI
Signed Resolution