December 3, 2024
Library and Community Services
DATE: December 3, 2024
TO: Mayor Martinez and Members of the City Council
FROM:
LaShonda White, Deputy City Manager
Ranjana Maharaj, Deputy Director for Community
Services-Recreation
Kymberlyn Carson-Thrower, Recreation Supervisor
Subject:
Commission On Aging Senior Winter Ball Caterer
FINANCIAL IMPACT: The cost of the catering service of $13,500 will be funded from the Commission on Aging’s Trust Account
(60415090-400322)
PREVIOUS COUNCIL
ACTION:
None
STATEMENT OF THE
ISSUE:
Community Services – Recreation is seeking City Council approval of a contract with El Sol Restaurant & Catering to provide full catering services for the annual
Commission on Aging Senior Winter Ball to be held on
December 14, 2024
RECOMMENDED ACTION:
APPROVE a contract with El Sol Restaurant & Catering
for a full-service catering for the Senior Winter Ball
scheduled on December 14, 2024, in an amount not to
exceed $13,500 and for a term beginning December 1,
2024, to December 31, 2024 - Community Services
Department (Kymberlyn Carson-Thrower 510-620-6789/
Ranjana Maharaj 510-620-6972).
AGENDA
REPORT
December 3, 2024
DISCUSSION:
The Richmond Commission on Aging is hosting its 25th Annual Silver Anniversary Senior Winter Ball on Saturday, December 14, 2024. The event will be held in the Richmond Memorial Auditorium from 6:00 pm to 10:00 pm. This gala event is an elegant evening with served plated dinner and dancing to uplift seniors’ morale.
The Commission on Aging members have attended various events over the past years.
A few Commission on Aging members reached out to caterers who had provided services at these events and asked them to provide quotes for the Senior Winter Ball scheduled on December 14, 2024.
Catering Services Scope:
Proposed Menu Chicken Piccata with Lemon Caper Sauce
NOTE: Vegan alternative – Spinach Lasagna
Rice Pilaf
Fresh String Green Beans
Dinner bun/rolls with butter (family style on tables) Hearty Winter Salad (individual servings)
Mixed Berry Crisp
Proposed Beverage
Service (full service)
Coffee & tea with usual condiments
Water (decanters on the table) – no bottles
Hot Chocolate Bar with sprinkles and whip cream
Table Setting
The caterer provides for place settings items such
plasticware, plates, napkins(extra) and cups (and
lids)
The Place setting colors to be – Royal Blue, White
and Silver. If possible, have plasticware to be
silver and have something with silver snowflakes
on the napkins
COST Breakdown The proposed cost per person is $25.00 Total cost includes dinner for 450 guests
The Subtotal is $11,250.00
Gratuity (20%) is $ 2,250.00
The total cost of this service is $13,500.00
Three vendors provided written quotes for this event. Upon receipt of the quotes, the Commission on Aging members met with City staff to review the received quotes.
December 3, 2024
Ratings for the Requests For Quotes were as follows:
Rank Vendor Amount
Quote #1 El Sol Restaurant & Catering $13,500.00
Quote #2 Dixon’s De-Lites $18,900.00
Quote #3 Mike Griffin Caterer $15,000.00
Upon careful review of the quotes, the Commission on Aging members and City staff awarded the contract to El Sol Restaurant & Catering. El Sol Restaurant & Catering is the lowest bidder and has previously worked on Commission on Aging events. City staff and the Commission on Aging are seeking City Council approval for a contract with El Sol Restaurant & Catering as the caterer for the 2024 Senior Winter Ball.
DOCUMENTS ATTACHED:
Attachment 1 – Contract
Attachment 2 – Quote Matrix