Catering Solicitation No. 693JK426R500001 for DOT Secretary’s 58th Annual Awards Ceremony

Amendment / Modification

• This amendment confirms the date for the DOT Secretary's 58th Annual Awards Ceremony is June 11th, 2026.

• It also confirms that the catering services must be provided on June 11th, 2026.

• The amendment explicitly states that it provides no further information or clarifications regarding the subject Solicitation.

• The date of the event and the required service date have been confirmed.

• No changes to proposal deadlines, requirements, or evaluation factors are indicated by this amendment.

Amendment / Modification

This document, Amendment No. 2, provides answers to questions posed by prospective offerors following a pre-proposal walkthrough. Key clarifications include:

• Table Sizes and Quantities: Specifies four 6-foot rectangular tables for the small reception area, 22 6-foot rectangular tables for the main reception area, and ten 8-foot round tables with 120-inch tablecloths.
• Table Skirts: DOT will provide table skirts.
• Food and Beverage Stations: Separate stations will be used for food and beverages.
• Hot Food Service: Passed hors d'oeuvres will be served only in the large reception area.
• Heating Restrictions: Outlines specific Fire Safety Procedures for Sterno Chafing Fuels, including approved fuel types (ethanol gel), use of linen tablecloths, maintaining a 3-foot clearance from combustible items, proper ignition and extinguishing methods, disposal procedures, monitoring requirements, stationary use, fire suppression (two ABC-type extinguishers within 10 feet), and emergency reporting procedures. Contractor staff must attend fire extinguisher training.
• Flowers: Flowers are required for the small reception.
• Vehicle Access: Catering vehicle and driver information must be provided five business days prior. An escort is required at all times inside the DOT building.
• Loading Dock Height: The loading dock is 42 inches from the ground.
• Insurance Requirements: Adds a new insurance clause to the solicitation, requiring Comprehensive, General Liability, and Workmen's Compensation insurance with specified minimum coverage amounts. It also mandates Property Damage Insurance and includes a waiver of subrogation provision for the Comprehensive General Liability policy. Contractors must provide certification of insurance within three days of award and notice of cancellation/reduction within five days of receipt. Subcontractors must also have required insurance before entering government premises.
• Entry Procedures: Details entry for staff via the 4th Street entrance, including obtaining visitor badges and waiting for escorts. Drivers and assistants will use the loading dock.
• Food Security: Food must go through security.
• Buffet Setup: The buffet will be in the middle of the space to allow for four lines.
• Power Access: Power access is available in the middle of the floor and on columns on both sides of the atrium.
• Heating Lamps: Standard 120-volt heating lamps can be used.
• Fresh Flowers: Flowers must be fresh.
• Site Walkthrough: A date and time for a walkthrough with the COR will be scheduled, and a layout/floorplan will be provided.
• Staff Certifications: Clarifies and amends that food handler or equivalent certifications are required for all contractor staff involved in obtaining, cooking, preparing, or transporting food and beverages, not just those working on-site at the event.

This amendment modifies and clarifies various aspects of the original solicitation, including table arrangements, catering procedures, fire safety, insurance requirements, and staff certifications.

Bidders should review these clarifications carefully as they impact the scope of work, safety protocols, and insurance obligations. The insurance requirements have been explicitly added to the solicitation.

Amendment / Modification

• This amendment deletes a statement from the original solicitation regarding the requirement for the Purchase Order awardee-company to possess a current and valid catering license issued by the District of Columbia.

• It substitutes the deleted statement with revised text specifying that "The Licenses and Certifications needed for all offerors, and also needed for this Solicitation's resulting Purchase-Order-Awardee company, are specified above in this Solicitation's SECTION B OVER-VIEW".

• The original statement under the heading "Certifications, Travel and Training" (approximately page 16) has been deleted.

• A new statement referencing SECTION B OVER-VIEW for license and certification requirements has been substituted.

• This amendment clarifies where to find information on required licenses and certifications, referencing SECTION B OVER-VIEW instead of a specific DC license requirement. Bidders should review SECTION B OVER-VIEW for the definitive requirements.

Solicitation / RFP / RFQ

This solicitation is for catering services for the U.S. Department of Transportation (DOT) Secretary's 58th Annual Awards Ceremony. The event includes a Special Awardee Recognition for approximately 50 people and a reception for 800-950 individuals. The purpose is to celebrate distinguished recipients of the Secretary's Annual Awards.

• Provide light refreshments and floral arrangements.

• Prepare and deliver staff, food, utensils, labor, and necessary equipment.

• Maintain a safe, clean, and healthy environment.

• Use fresh ingredients and maintain proper food temperatures.

• Provide dishware, silverware, 31 white linen tablecloths, and napkins.

• No cooking or storage facilities will be provided.

• Food and necessary cooking/refrigeration/heating/warming ovens/storage equipment must be transported to the site.

• The U.S. Department of Transportation will provide indoor space with electricity, a small conference room (no kitchen or running water), and access to restrooms.

• All food served must be wholesome, free from spoilage, adulteration, and misbranding, and safe for human consumption.

• Food must be attractive and correct in temperature, color, taste, and consistency.

• Contractor is responsible for providing carts to transport items within USDOT.

• Access to one loading dock bay for loading/unloading will be provided.

• Staff requirements include providing sufficient staff for service, setup, maintenance, and cleanup. All staff must wear appropriate uniforms.

• A District of Columbia-licensed food service manager must be onsite for the duration of the event.

• Non-managerial food-service-handler-workers must be District of Columbia licensed.

• Contractor must furnish required Personal Protective Equipment and supervise personnel.

• Extra food at the conclusion of the event should be consolidated and left in the East Atrium.

• Floral arrangements include large white floral arrangements with red and blue pot covers for the West Atrium stage, and large centerpieces and one-sided arrangements for the East Atrium.

• Contract Type: Fixed-Price Purchase Order.

• Period of Performance: May 7, 2026 - June 19, 2026.

• Place of Performance: USDOT Headquarters, Washington, DC.

• The ceremony date is tentatively scheduled for June 4, 2026, with an alternate date of June 11, 2026. The final date will be confirmed no later than April 15, 2026.

• Proposal Submission Deadline: 11:30 PM Eastern Daylight Time, March 29, 2026. Proposals must be e-mailed to specific DOT addresses.

• Pre-Proposal Site Visit: Encouraged but not required, on March 17, 2026, from 11:00 AM - 12:30 PM at DOT Headquarters. Limited to two representatives per company.

• Pre-Registration for Site Visit: Required by March 12, 2026, via email, specifying names of attendees.

• Evaluation Factors: Technical Plan, Past Performance, Experience, and Pricing. Each criterion is weighted equally.

• DOT will use a Best Buy / Best Value approach, with Technical factors being more important than pricing.

• This is a full-and-open-competitive solicitation, but DOT reserves the right to award to a small business.

• NAICS Code: 722320.

• Small Business Size Standard: $9,000,000 annual average gross revenues.

• Offerors must state their average annual gross revenue and whether they qualify as a small business.

• Requirement for a UEI-Number: Must possess a valid UEI number issued by SAM.gov to receive the Purchase Order.

• Licensing/Certification: Offerors must possess a catering license/certification from the District of Columbia, Maryland, Virginia, or another jurisdiction. Must have a Certified Food Protection Manager (CFPM) onsite. Must provide a recent Health Department Permit. Non-managerial workers need food-service-handler licenses/certifications.

• Foreign Nationals entering the DOT Building require a specific visit request submission.

• This solicitation supersedes a previous version published in SAM.gov on March 5, 2026.

• DOT will not disclose the budget amount.

• No maximum page length for proposals, but font size must be easily readable.

• DOT will not provide parking or travel for pre-proposal or site visits, or for contractor personnel.

• Government holidays will be observed.

• Government building closures do not entitle the contractor to additional compensation or extensions.