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HomeMy WebLinkAbout2023 Holiday Party (12/7/23) City of Jeffersonville Government Contract Coversheet Please note: All information MUST be completely filled out and submitted to Clerk's Office within 48 hrs of execution. Date Submitted to Clerk: 10/4/2023 Department: Human Resources Vendor Name: Stumlers Catering Sign Date: 10/4/2023 Ending Date: 12/7/2023 Amount of Original Contract: $5,386.50 Is this an amendment or change order to original contract? Yes or No Amended Contract Amount: Purpose: luncheon catering for the city emplyee holiday party on December 7, 2023 For Clerk's Office to fill out Date uploaded to Gateway: Stumler's Catering Events Contract The following contract is hereby entered into between: Deborah Gregory, DBA Stumler's Catering, hereinafter referred to as "Caterer"and_City of Jeffersonville,Theresa Treadway_ hereinafter referred to as "Client". Client and Caterer agree as follows: 1. Term: Client and Caterer agree that this contract between the parties is binding and entered into on _September 25,2023_for the event described below. 2. Event Details: a. Event: _Christmas party luncheon catering_ b. Date of Event: _December 7, 2023,Thursday_ c. Location of Event: _The Refinery South_ d. Time of Event: _11 a.m.-1 p.m._ i. Caterer requires a minimum of 2 hours prior to event start time for standard food display and set up. 1 hour minimum for breakdown and clean up. e. Client Guest Count: _approximately 225 guests_ i. Guest count due 15 business days prior to event: _November 15, 2023, Wednesday_ ii. $1,000.00 food minimum for events Friday through Sunday. 1. Doesn't include service or venue fees or tax. f. Charges: _Complimentary drink station. $18 pp taco bar(menu listed below). 15 percent production fee. 7 percent sales tax. 18 percent gratuity. Please provide tax exempt form._ i. Included in standard per person pricing: Clear disposable plates, faux silverware and white 3 fold napkins for dinner. Clear disposable plates, forks and cocktail napkins for appetizers/dessert. Clear disposable drinks for drink station. Black floor length linens, fabric puddling and fresh floral decor for food tables. 1. In the event of a supply shortage out of the caterer's control, client will be notified of any changes and provided a similar substitute. ii. Any requested or required additional server fee. 1. $150 per server for up to 3 hours from event start time. 2. Per person pricing listed on menus is based on buffet serving style. iii.Client and/or venue to provide, set up and breakdown tables for caterer to properly display and serve food. To provide adequate prep space to hold and prep food. iv. Caterer reserves the right to terminate or amend terms of contract should client not uphold terms of the contract. Such as but not limited to venue location and/or requirements of said venue, due dates, food service minimums, set up and breakdown requirements or unforeseen additional costs or labor at event. v. Menu: tbd, see below 1. In the event of a supply shortage out of the caterer's control, client will be notified of menu change and provided a similar substitute. 2. Stumler's Catering is not responsible for any type of allergen reaction that could occur at event. If client requests a special meal or entree accommodation, additional fees apply. a. Caterer is not an allergen free facility and doesn't guarantee cross-contamination would not occur. 3. Dinner buffet and other respective foods will be left out for approximately 1.5 hours from when meal service time begins. 4. Any foods left will be removed and disposed of as caterer sees fit. Due to insurance liabilities no food is to be taken offsite by any persons other than caterer. vi.Stumler's Catering does not transport any type of trash and/or trash bags offsite and will not be held liable or responsible of doing so if required by venue. 1. Stumler's Catering will clear tables of food and drink debris but does not assume responsibility of taking out the trash associated with the bar service. vii.Servers for up to 3 hours from event start time. 1. For additional hours, $150/hour. a. Servers required to stay at venue until event ends unless notified by venue prior to final meeting. viii.First payment 1. Half down due at time of contract signing based on estimated head count. 2. Credit card payments incur 3% surcharge fee. 3. Check made payable to: _Stumler's Catering-. a. Check must clear bank prior to event. 4. Deducted off final payment. 5. Non-refundable and non-transferable. 6. No payments accepted through mail. ix.Production fee: _15 percent_ 1. Added to all invoices to cover administrative costs, delivery vehicles, behind the scenes staff, costs of doing business outside of food costs. x. If event is cancelled because of client's decision within one week of event date, no monies are to be returned and event is unable to be rescheduled. 1. The only exclusion to this is if government mandated or state mandated shutdown of services. Date would be rebooked based on caterer availability. xi.If client requests an event date change or cancellation within 60 days of scheduled event date there will be no refund issued on monies exchanged. Client is subject to penalties and forfeiture of first payment. 1. Client will be billed and is responsible to pay total number of guests estimated to be in attendance (see section e) or to pay in full for food service minimum, whichever total is greater. xii.If event is cancelled because of client's decision or an act of God within 90 days of scheduled event date there will be no refund issued on monies exchanged. 1. Monies able to go towards rescheduling of event within 12 months of initial date of event based on caterer's availability. 2. Client is allowed one courtesy date change, payment will be due based on total number of guests estimated to be in attendance (see section e) or to pay in full for contracted persons/food service minimum,whichever total is greater. 3. Additional rescheduling after courtesy change will incur an additional 20 percent fee based on total number of guests estimated to be in attendance (see section e) or to pay in full for contracted food service minimum, whichever total is greater. g. Final Payment i. Final payment due 15 business days prior to event: _November 15,2023,Wednesday_ ii. Late payments incur an additional 10 percent fee. iii. Non-refundable, non-transferable. iv. Accepts cash, check or credit cards. v. Checks made to Stumler's Catering. i. Check must clear bank prior to event._ vi. Credit card payments incur 3% surcharge fee. vii. No final payments accepted through mail,non-refundable (see section f- vi). Client: Date: Client address: Client email: Client contact number: Caterer: Date: MENU Garden salad with ranch and balsamic dressing OR Caesar salad Spinach queso and tortilla chips Cilantro lime white rice Black beans Ground beef Grilled chicken strips with bell peppers and onions Corn tortilla shells Flour tortilla shells Toppings: pico de gallo, diced onions, diced tomatoes, guacamole, shredded cheese, shredded lettuce, sour cream,jalapenos complimentary drink station, sweet tea, unsweetened tea, water and holiday punch 1. Client will be billed and is responsible to pay total number of guests estimated to be in attendance (see section e) or to pay in full for food service minimum, whichever total is greater. xii.If event is cancelled because of client's decision or an act of God within 90 days of scheduled event date there will be no refund issued on monies exchanged. 1. Monies able to go towards rescheduling of event within 12 months of initial date of event based on caterer's availability. 2. Client is allowed one courtesy date change, payment will be due based on total number of guests estimated to be in attendance (see section e) or to pay in full for contracted persons/food service minimum, whichever total is greater. 3. Additional rescheduling after courtesy change will incur an additional 20 percent fee based on total number of guests estimated to be in attendance (see section e) or to pay in full for contracted food service minimum,whichever total is greater. g. Final Payment i. Final payment due 15 business days prior to event: _November 15, 2023,Wednesday_ ii. Late payments incur an additional 10 percent fee. iii. Non-refundable, non-transferable. iv. Accepts cash, check or credit cards. v. Checks made to Stumler's Catering. i. Check must clear bank prior to event._ vi. Credit card payments incur 3% surcharge fee. vii. No final payments accepted through mail, non-refundable (see section f- vi).Client: ; �� d 4- :I t°tt e r„,tl ej , I I( Date: to( q 3 t� Client address: --u 0 CG"lit r";--- Client email: d4 a o lAb N e c 3,7 04- e {- e-4 Client contact number: Cell 0)— `�,� L( . Caterer: Date: Stumler's Catering First Payment Invoice 9/25/2023 Event: City of Jeffersonville Christmas party luncheon catering Contact: Theresa Treadway Location: The Refinery Date: December 7, 2023, Thursday 225 taco bar @ $18.00 pp = $4,050.00 225 drink station @ $2.00 pp = $600.00, complimentary 15 percent production fee = $607.50 7 percent sales tax = EXEMPT 18 percent gratuity = $729.00 Estimated total = $5,386.50 Total due at time of booking with check= $2,693.25 Total due at time of booking with card = $2,774.05 Payment due at time of contract signing to finalize booking of event. Thank you, Deborah Stumler Gregory Stumler's Catering 502.817.2084 Credit Card Authorization Information: e(k. ty ;f 4 c.... ),„, Y I e C k Name on Card: Card Number: Expiration date: ; : • rity code: I Zip code associated with card number: I Signature of authorization: NA . `_ Event date not held until signed contract and first payment are received by caterer. Contract, date, and pricing expires Friday, September 29, 2023.